Overview
We are offering full or part-time administrative roles in the field of diabetes, based at our busy Brighton hub in Moulsecoomb. Flexible working options are available. The service operates Monday to Friday, 8am–5pm. We are seeking candidates available for 22.5+ hours per week, with good work‑life balance and proximity to the A27, free parking, and reliable public transport links.
Main responsibilities
* Manage relevant waiting lists and ensure appointments are booked in accordance with organisational and service access policy/contractual time frames; send confirmation letters. Accurately update SystmOne rotas to reflect sickness/annual leave and inform/rebook patients. File electronic or paper patient, staff and other service records accurately in an accessible system and keep them secure.
* Offer choice when calling patients to book appointments, help them decide on location/wait times and the most appropriate clinician. Support equity of access by assisting with interpreters and patient transport as required. Support patients with setup and troubleshooting queries during virtual clinics.
* Follow standard operating procedures for accepting and processing structured education referrals. Review referrals to ensure required information is included; redirect to referrer if thresholds are not met or results are missing; escalate to a clinician for triage when elevated levels are noted.
* Participate in team meetings and coordinate the process of collecting patient feedback via Friends and Family Test. Coordinate diaries and book venues as appropriate. Contact patients after attendance at structured education sessions to analyse outcomes and effectiveness.
* Ensure all new clinical and administrative staff, including students, are aware of departmental administrative procedures (e.g., SystmOne, referrals process and pathways). Assist the Operational Support Officer with induction programmes and provide training support; act as a point of contact for support and queries.
* Assist the Operational Support Officer with reviewing office or administrative procedures and process notes by collecting feedback from clinical and administrative colleagues. Contribute ideas for improvements and update as required. Support the development and maintenance of an efficient administrative function; escalate issues when needed.
* Manage and prioritise own workload. Provide cover for other administrative/secretarial staff during leave or unplanned absences. Ensure clinicians have necessary clinical notes prior to clinics and follow up on actions such as processing and writing clinic outcome letters, booking follow-up appointments, arranging diagnostic tests, and addressing DNAs.
About the role and team
All administrators work together to support a larger, multi-disciplinary clinical team including Consultants, Diabetes Specialist Nurses, Healthcare Assistants, Dietitians, Podiatrists and Psychotherapists. The aim is to deliver timely treatment and a positive patient experience across community settings, home visits, and via video and telephone support. You will be part of a supportive admin team of around eight, collaborating closely with clinicians to improve both administrative and clinical processes.
Eligibility and visa information
Please note: Due to changes in UK immigration and visa rules, this role may not be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review eligibility criteria on the gov.uk website before applying to assess eligibility for a Certificate of Sponsorship for this role.
Why work for us
* Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
* 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
Our values
Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.
Diversity and inclusion
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.
Contract details
This role is based in the Brighton hub in Moulsecoomb. The service operates Monday to Friday, 8am–5pm. We welcome applications from candidates seeking part-time or flexible hours; the service is busy and provides opportunities to develop diabetes knowledge and NHS career.
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