Team Administrator - Children's Speech and Language Therapy Team

Team Administrator - Children's Speech and Language Therapy Team

Would you like to join our supportive, hardworking and caring, Children's Speech and Language Therapy Admin Team?

The Children's Speech and Language Therapy team in Brighton and Hove is seeking an experienced and enthusiastic administrator to provide high-quality administrative support across our service. This part-time role will involve covering reception at the different Brighton and Hove team bases. The core base site for this role will be Brighton General Hospital; however, admin support is also provided to our Hove and Moulscoombe bases.

Travel between locations may therefore be required, and the successful candidate will be expected to provide cross-site cover during periods of annual leave and sickness.

• Receive callers and visitors to the service. Respond to queries and requests for information within set procedural guidelines.
• Regularly check on the tidiness and cleanliness of the office environment and take action to ensure any problems are resolved.
• Report any building or equipment maintenance problems to the Trust's Estates Helpline.
• Format letters, reports and presentations to a high standard of accuracy and visual attractiveness.
• Carry out or organise photocopying.
• Ensure incoming or outgoing post is processed promptly.
• Place orders for stationery and other office supplies. Ensure requisitions and invoices are checked and approved by an appropriate manager.
• Manage referrals into the service and book patient appointments.
• Monitor waiting lists and ensure patients are booked follow-up appointments.

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and well-being
• Varied environments: community hospitals, patients' homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Cost-effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• Beautiful Sussex location near the South Downs and coast

Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Detailed job description and main responsibilities

• Assist the Operational Team Lead, Business Support Office and Admin Lead with any review of office or administrative procedures by inviting and collating feedback from clinical and administrative colleagues. Contribute own ideas and suggestions.
• Arrange team meetings. Take appropriate notes and write up the minutes for meetings attended.
• Allocate work to new staff or less experienced staff. Provide day-to-day guidance and support on administrative issues and queries.
• Authorised to order stationery and other office supplies.
• Ensure that electronic or paper patient, staff and other service records are filed accurately in an easily accessible system and kept secure.
• Process referral forms and regularly check referrals inbox for electronic referrals to the service. Check electronic tasks on Systm One to ensure that referrals are picked up and queries to the service via Systm One are managed.
• Use Accu Rx to communicate with patients, send information to them, and to manage their appointments.
• Assist with management of Systm One staff rotas, to include; applying, amending, blocking annual leave for staff, blocking for meetings. This list is not exhaustive and will include ad hoc duties involved in management of staff rotas.
• The post holder will be expected to assist with annual leave and sickness cover for other members of the Children's Speech and Language Therapy Team administrative staff. This may include travel to other clinical locations.

This is an office based role and successful applicant may be required to travel between SCFT community sites.

Children's Speech and Language Therapy use Systm One for booking appointments, checking waiting lists, entering referrals, and caseload management. Previous experience would be ideal, but not imperative as full training will be given on-site.

The role is very much patient facing with daily interaction both…