We want to recruit hard-working, enthusiastic, flexible, friendly administrator to support our MSK and Specialist Service teams, primarily based in Leatherhead Hospital, administration team.

What you have:

Good interpersonal and communication skills with experience of dealing with people at a variety of levels
Strong organisational skills
Experience of delivering a wide range of administration tasks to a high standard
Experience of working within a team
Proven track record of delivering on objectives within a constantly changing environment
Ability to act on own initiative and work independently, where required
Strong IT & written skills for the regular use of electronic systems, including Word, Excel & Emis – training will be given for Emis

Provide a high quality efficient administration service to support the smooth running of Specialist Services.

Work flexibly within the wider administration teams and SPA to deliver a services effectively with clinicians, team leaders.

Provide a high quality customer care first point of contact service using the telephone, email, written correspondence and or face to face. This may involve the delivery of reception, patient admissions and/or telephone helpline services as well as supporting the clinicians to co-ordinate their clinical workload.

Main duties of the job

Provide the day to day administrative activities to support MSK and Specialist Services including patient data processing, data entry, filing, photocopying, scanning etc, as agreed and required.

Be the non-clinical point of contact for patients, carers and others utilising the service; managing any enquiries, problems or concerns when required and/or passed onto the relevant member of staff for action.

Respond to and manage unexpected events occurring within site/ front of house.

Retrieve messages from clinical team telephone answer machine, as agreed and forward to the appropriate person via a range of transmission options based upon the urgency and type of response required to the enquiry.

Ensure that mail is collected and despatched promptly.

Undertake the booking, cancellation and rebooking of appointments for MSK and Specialist Services . Checking patient basic details are correct in system and up- dating any amendments.

Book into clinician diaries appointments at the appropriate time in accordance with the bookings process.

Working for our organisation

Surrey Downs Health and Care (SDHC) deliver care closer to people’s own communities through our Primary Care Networks and our innovative partnership of local NHS organisations.

Surrey Downs Health and Care has a track record of providing person centric care that goes beyond organisational boundaries to do what is best for the individual. This partnership includes:

The three GP federations representing practices that operate in the Surrey Downs area
Epsom and St Helier University Hospitals NHS Trust
Surrey County Council

We collectively aspire to be an exemplar of how to deliver the highest quality and best value care in a complex health and care environment.

Detailed job description and main responsibilities

Provide the day to day administrative activities to support Specialist Services within Surrey Downs Health and Care including patient data processing, data entry, filing, photocopying, scanning etc, as agreed and required.

Be the non-clinical point of contact for patients, carers and others utilising and visiting Leatherhead Community Hospital, managing any enquiries when required and/or passed onto the relevant member of staff for action.

Respond to and manage unexpected events occurring within site/ front of house.

First point of contact for telephone calls and respond or cascade as appropriate. Forwarding messages to the appropriate person via written message process.

Undertake the booking, cancellation and rebooking of appointments for the service; checking patient basic details are correct in system and up- dating any amendments.

Book into clinician diaries appointments at the appropriate time in accordance with the bookings process.

This Vacancy may close early if we receive a large number of applications.

Person specification

Experience

Essential criteria

Good level of basic education to include GCSE maths and English, NVQ level 2, or evidence of administrative knowledge and skills equivalent to level of qualification
Proven experience in delivering a range of administration tasks to a high standard
Experience of working with the public /in a customer care environment
Intermediate Microsoft Office including Word, Excel, Outlook; keyboard skills for the regular use of computer systems

Desirable criteria

Ability to act on own initiative within policies and procedures, referring to manager as required
Good interpersonal and communication skills with experience of dealing with people at a variety of levels
Professional, flexible, positive, adaptable, persuasive, motivated, diplomatic, Pro-active and innovative Team Player Adaptable to change

Knowledge

Essential criteria

Proven experience in delivering a range of administration tasks to a high standard
Experience of working in a team
Utilising IT data collection formats and databases to produce reports for management information
Good interpersonal and communication skills with experience of dealing with people at a variety of levels
Excellent attention to detail

Desirable criteria

Good organisational skills- able to deliver agreed objectives within an agreed timeframe
Problem solving skills
Experience in an NHS/medical services environment

Driving License

Essential criteria

Full UK driving License

Your recruitment team
The SDH&C Recruitment and HR team are here to support you at every stage of the process. If you have a query, please contact us:
E: esth.sdhc-recruitment@nhs.net

Your application
Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.

Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence
We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References
Please provide a minimum of 3 years’ employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date
To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting
If you are successfully shortlisted, you will be contacted by email or SMS. Please check your registered TRAC email regularly.

Application feedback
If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks
We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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