Coordinator – Refugee and Asylum Seeker Service in Horley

Please note we may close this vacancy early if we receive applications from suitable candidates, so early submission is strongly encouraged.

Based in East Sussex location, close to Tunbridge Wells with the potential requirement to travel to ABC main offices in Horley/Crawley. Must have a full drivers license with business insurance and access to a car.

The role is to provide coordination and administrative support to the Asylum Seeker & Refugee Support Service with further scope for expansion into other areas of operational management within Inclusion and Clinical services Team. The coordinator will be responsible for liaising with the Service Manager and wider team and supporting the operationalisation of the service. This is a continually evolving service which flexes, and is shaped, by the needs of our patients. The coordinator will need to be comfortable with a process of ongoing change and improvement to enable the service to provide optimal care. This is a rewarding role within a close and supportive team of both clinical and non-clinical staff. Whilst the role is fast moving and one where activity may have to be stepped up rapidly, the environment is calm and there is a focus on resilience and teamwork.

Main duties of the job:

• To support the mobilisation of the response to Asylum Seeker & Refugee service into a site in East Sussex.
• To set up for and be on site administrator during clinic days, including registrations and health checks.
• Planning appointment lists for health checks, vaccinations and screening clinics.
• Preparation for clinics, including test requests, printing, labelling, and restocking equipment.
• Management of clinical handover sheets.
• Supporting the management of stock of clinical equipment, prescription medication, vaccines, over the counter medication and consumable supplies.
• Use of SystmOne and EMIS clinical systems to build rotas, clinics, input patient data and run reports.

About us:

• Generous annual leave allowance.
• Access to NHS pension.
• Bespoke training programme.
• Cycle to Work Scheme.
• Employee Assistance Programme.
• Enhanced maternity pay.
• NHS discounts.
• Leadership Development Programme.
• Salary sacrifice schemes technology and electric vehicle.
• Opportunities for secondments.

Job responsibilities:

• Support clinicians with queries where possible.
• Management of FP10s in line with our processes including the allocation of FP10s to clinics and clinicians and ensuring original prescriptions are posted to pharmacies.
• Booking interpreters and translation services.
• Maintaining, updating and creating complex spreadsheets.
• Collating health check and screening data for onward distribution to practices, internal teams and commissioners.
• To take responsibility for acting on own initiative in addressing regular tasks without specific direction.
• Attend meetings, take minutes and ensure action logs are kept updated and actions followed up.
• Responding to ad hoc needs including planning clinics and liaising with other trusted organisations as required.
• Ensuring the strictest principles of patient confidentiality and information governance guidelines are adhered to at all times.

General Responsibilities:

• Work as part of the team to seek feedback, continually improve the service and contribute to business planning.
• Undertake any tasks consistent with the level of the post and the scope of the role, ensuring that work is delivered in a timely and effective manner.
• Undertake and complete any relevant training as assigned and ensure all training is in date.
• Treat patients with empathy and respect and conduct oneself in a professional manner.
• Provide administrative support for meetings and training days.

Skills:

• Prioritises multiple and competing demands using clear guidance and agreed processes.
• Manages own workload effectively.
• Communicates clearly in writing and verbally.
• Identifies problems and suggests practical solutions.
• Organises and plans work effectively.
• Maintains accountability while working to deadlines and varying demands.
• Build and maintain effective working relationships with a range of stakeholders.
• Listens carefully and provides person centred support in a respectful, non-judgemental way.
• Communicates clearly and calmly in challenging situations.
• Works respectfully with people from all backgrounds, cultures, and communities.
• Understands and follows relevant policies and procedures, including confidentiality, safeguarding, lone working, information governance, and health and safety.

Experience:

• Experience of working within a healthcare or similarly structured setting.
• Ongoing learning and skills development through training or work experience.
• Strong Excel skills including use and creation of pivot tables, formulas, functions and macros.
• Confident use of Microsoft Outlook and Teams.
• Experience with planning, logistics and data management.
• Experience with clinical systems.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£28,888.23 to £35,918.88 a year dependent on experience (pro rata).