Chlamydia Screening & Home-Sampling Administrator

Job overview

University Hospitals Sussex Chlamydia Screening & Home-Sampling Team is based at the Sexual Health & Contraception service (SHAC) at the Royal Sussex County Hospital in Brighton. An exciting opportunity has become available for an enthusiastic, hard-working person to play a vital role in the administration of this well-established service.

You will be responsible for providing administrative & clerical support, working as part of a team to deliver the highest standards for patients and staff. The post involves dealing directly with patients to process and give results and requires excellent communication and customer service skills, typing & computer input, responding to telephone enquiries, and the maintenance of physical and electronic records.

You will have good database and spread sheet skills and your ability to organise and prioritise your workload in a logical and methodical way will be key. You will need to be calm and approachable, have an excellent telephone manner, and be able to concentrate despite frequent interruptions. It is vital you can work well alone as well as part of a team. Experience of working in a busy dynamic office environment is desirable.

Please ensure you use the supporting information section in the application to outline how you meet all essential criteria in the person specification. 

Main duties of the job

Working within a team this role is responsible for organising and managing home-sampling kits being packed and posted out to patients that have requested screening though the online service, managing and inputting returned samples and processing and notifying patients of results. You will require excellent attention to detail, inputting and database skills and exception communication and interpersonal skills to work directly with patients to convey sensitive information. You must have an excellent understanding of confidentiality. You will be required to maintain and order stock to ensure continuity of service delivery, organise everyday office administrative tasks, attend meetings and take minutes.

Detailed job description and main responsibilities

Key points from the job description:

1. Collation and distribution of Chlamydia & Gonorrhoea screening kits and resources required for outreach screening, including planning ahead to ensure enough kits are prepared for all upcoming screening events
2. Collation and distribution of Chlamydia & Gonorrhoea screening kits for community testing through GPs, Pharmacies and youth settings. Ensuring kits are received by community providers in a timely manner and maintaining excellent working relationships with key professionals.
3. Collation of online test kits and maintenance of an appropriate level of stock, processing online test requests, ensuring packs are sent out within expected time frame as per guidelines.
4. Processing returned test kits in-line with Standard Operating Procedures
5. Processing and communication of Pathology results to patients, using appropriate computer-based systems to enter patient or staff information, schedule appointments and maintain databases.
6. Manage post for the CSP service including deliveries of stock
7. Operate office equipment including photocopying & printing
8. Type documents such as reports and letters as requested.
9. Prepare invoices for authorisation and payment, order resources through trust systems, ensure stock arrives in a timely manner and is correct. Resolve any issues with suppliers. Store and maintain stock correctly
10. Maintain records, both electronically and by filing of paper records.
11. Book meeting rooms, attend meetings and take minutes as required.
12. May be on occasion required to attend screening events to support the outreach team
13. Answer complex enquiries both in person and on the telephone, including from people who may have varying levels of ability to understand or whose first language is not English.
14. Provide and receive complicated and sensitive information, and give explanations and instructions clearly and concisely including where barriers to communication may exist e.g. challenging behaviour, learning disability or those whose first language is not English
15. Use empathy, tact and diplomacy in dealing with patients who may be upset, hostile or antagonistic.
16. Answer internal and external telephone enquiries from other members of staff, other departments, patients/relatives, GP’s and other hospitals in an efficient and timely manner.
17. Welcome visitors to the department and direct them to the appropriate member of staff.
18. Manage department shared email address, responding to enquiries, forwarding requests to relevant professionals

Person specification

Education

Essential criteria

• 5 GCSEs (A-C) or equivalent, including English and Maths.
• Educated to at least NVQ Level 3 or equivalent level of competency.

Knowledge & Skills

Essential criteria

• Demonstrates knowledge and awareness of clerical and administrative procedures and systems
• Experience of working within a team
• Able to answer patient queries, book appointments using the computer system
• Good telephone manner and excellent customer service skills.
• Able to communicate complex information where there are barriers to understanding, because of cultural, physical or mental special needs
• Able to assess facts to make judgements regarding telephone enquiries from the public or other departments
• Able to demonstrate good problem solving skills,
• Ability to present, interpret and compare data
• Able to plan work, set priorities and deal with problems
• Able to prioritise and manage a range of tasks and duties with competing demands
• Able to work unsupervised.
• Competent in a range of packages including MS Word and MS Excel, A high level of accuracy in data input.
• Able to concentrate in noisy situations and to work under pressure to meet deadlines.

Desirable criteria

• Recognised IT qualification e.g. CLAIT, ECDL or equivalent
• Experience of working in an appointment based service, clinical or hospital environment
• Knowledge of Patient Administration System
• Knowledge of BSUH policies and procedures

Further Information

For help with the application process, please contact the HR Employment Services by Email: [email protected]

Full details of this role can be found at: www.uhsussex.nhs.uk/join-us/#!/job/UK/East_Sussex/Brighton/University_Hospitals_Sussex_NHS_Foundation_Trust/Chlamydia_Screening_Team/Chlamydia_Screening_Team-v4451371?_ts=1119