Administrator-Surrey Downs H&C in Leatherhead inLeatherhead PUBLISHED TUE 15 APR 2025 Jump to job information section

Job Summary

Surrey Downs Health & Care

Are you looking to work within a team that is contributing to team management and the development of innovative practice: to be responsible for the assessment of care needs and the development, implementation and evaluation of holistic care packages.

At Leatherhead PCN, we are a friendly and very supportive team where we develop strong relationships and inspire each other. We understand the importance of diverse life commitments and offer roles that will suit you.

Whether you are seeking career progression, focusing on family care, or want to work with outstanding colleagues, we provide flexibility and support.

Do you aspire to work with a brilliant team like this? If so, then you must join us.

Main duties of the job

Provide a high quality efficient administration service to clinicians, team leaders and clinical managers across services within their site to support the smooth running of clinical services.

Provide a high quality customer care first point of contact service. This may involve the delivery of reception or telephone helpline services as well as in the support of clinicians to co-ordinate their clinical workload.

Provide day to day co-ordination of a small delegated team of administrators delivering specific services such as clinic reception, hospital out-patient clinic reception, ward admissions, general administration, as appropriate to the business unit.

Provide support with patient experience activities. Supporting development/update/distribution of patient leaflets within clinical services and liaison with clinical teams to ensure timely information is provided for complaints responses.

Support to the Communications team, including simple updates on the intranet and Surrey Downs Health and Care's (SDHC) website (training will be given); and supporting communications campaigns (e.g. helping with materials such as posters).

Contribute to the review & evaluation of administrative systems and procedures and associated policies in order that improvements and developments can be made.

Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working.

About Us

Surrey Downs Health and Care deliver care closer to people's own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.

Surrey Downs Health And Care Has a Track Record Of Providing Person Centered Care That Goes Beyond Organisational Boundaries To Do What Is Best For The Individual. This Partnership Includes:

• The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
• CSH Surrey
• Epsom and St Helier's University Hospitals NHS Trust
• Surrey Council County
  
  

Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.

It's on those grounds that the Surrey Downs Health and Care was formed - we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.

In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.

Date posted

10 April 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,883 to £26,958 a year Per Annum Pro Rata inc Fringe HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

343-SDH&C-7131

Job locations

Leatherhead Community Hospital

Leatherhead Community Hospital, Poplar Road, Leatherhead

Leatherhead

KT22 8SD

Job Description

Job responsibilities

Principle Duties To Include:

• Maintain a general knowledge base of services and activities delivered on the site.
• Maintain a detailed knowledge base of specified services operated on the site.
• Co-ordinate the day to day administrative activities of the clinic reception, hospital out-patient clinic reception, ward admissions or general administration Co-owners, as delegated.
• Support and assist in the development of the administrators undertaking the roles within area of responsibility.
• Be the non-clinical point of contact for patients, carers and others utilising and visiting the site services, managing any enquiries, problems or concerns when required. Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action.
• Respond to and manage unexpected events occurring within site/front of house.
• Support cover on reception at own or other sites within the business unit, if required to do so.
• To act as triage for telephone calls and respond or cascade as appropriate.
• Forwarding messages to the appropriate person via a range of transmission options based upon the urgency and type of response required to the enquiry.
• Co-ordinate the smooth day to day function of the site including setting up of clinic, meeting, training and education rooms.
• Undertake the booking, cancellation and rebooking of appointments for the range of clinical services operated on the site. Checking patient basic details are correct in system and up-dating any amendments.
• Oversee and participate in the preparation of clinical documentation, ensuring patients notes, referrals, results, and outcomes are available to clinicians, as appropriate, liaising with clinicians, x-ray departments, medical secretaries, GP surgeries etc. for patient information. Track and maintain medical records and referral letters in line with policy and procedures. Prepare clinic lists as required.
• Complete administrative tasks for the range of services operating on the site in