Job overview
The role of a Neuropsychology Administrator is to provide an efficient and high quality administration service for the Neuropsychology team.
To utilise excellent time management, organisational and communication skills and an adaptable, flexible approach to produce work of a high standard within expected targets.
The administrator will not only need to be able to work alone and use their own initiative but also as part of an Multi-Disciplinary team (MDT) of administration, Nursing and medical colleagues across the Neurology division on all University Hospital Sussex sites. It may therefore be necessary to ask the post holder to work on another site when the service demands this. The administrator must ensure patients are accurately registered and processed on the appropriate systems
Main duties of the job
Request appointments for patients as required.
Follow office procedures and practices in allocated tasks, which may include using medical records systems, appointment scheduling and the use of medical terminology.
Good knowledge & appropriate use of computer-based systems to enter/retrieve patient information, schedule appointments, and maintain databases. These include ICE, Panda, Careflow, Microsoft Office programmes.
Organise and prioritise own workload to ensure all problems and queries are dealt with quickly and efficiently in a pleasant and courteous manner.
Work in close conjunction with the Neuropsychology Team to review working practices, identify and propose new improved ways of working and find solutions to problems.
Ensure confidentiality is always maintained and adherence to Caldicott and the Data Protection Act. Full accurate records of relevant information are documented.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Main duties and responsibilities
Communication
Answer complex enquiries both in person and on the telephone, from people who may have varying levels of ability to understand or whose first language is not English.
Provide and receive complicated and sensitive information and give explanations and instructions clearly and concisely where barriers to communication may exist, including challenging behaviour, learning disability, recent Diagnosis or bereavement.
Use empathy, tact and diplomacy in dealing with staff members or patients who may be hostile or antagonistic.
Answer internal and external telephone enquires in an efficient manner, from other members of staff, other departments, community MS Nurses, patients/relatives, GPs and other hospitals. Then either coordinate yourself or pass to the appropriate team member for action.
Act as a first point of contact for the service.
Service Delivery and Improvement
Request appointments for patients as required.
Follow office procedures and practices in allocated tasks, which may include using medical records systems, appointment scheduling and the use of medical terminology.
Good knowledge & appropriate use of computer-based systems to enter/retrieve patient information, schedule appointments, and maintain databases. These include ICE, Panda, Careflow, Microsoft Office programmes.
Monitor and maintain appropriate levels of stationery and order as and when necessary, informing the ward manager of any potential problems in good time.
Maintain health and safety in the department and report all incidents and accidents to the Team Manager as soon as possible, in accordance with departmental and trust policy.
Organise and prioritise own workload to ensure all problems and queries are dealt with quickly and efficiently in a pleasant and courteous manner.
Support the Service Improvement program including QSI (Quality Standard for Imaging) taking active participation in data collection, process mapping and meetings as required. To regularly review the service provided, ensuring it is both appropriate and of a high quality. Adopt and implement agreed service development in line with Directorate and Trust objectives.
Operate office equipment including photocopying, printing, Report and follow up faults with IT when required.
Work in close conjunction with the Neuropsychology Team to review working practices, identify and propose new improved ways of working and find solutions to problems.
Ensure confidentiality is always maintained and adherence to Caldicott and the Data Protection Act. Full accurate records of relevant information are documented.
Any other duties commensurate with the grade of this post including adherence to appropriate Trust policies.
Patient care delivery
Attend mandatory training updates as required.
Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
Identify own learning needs and jointly plan training requirements with your line manager
Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Learning and development
Attend mandatory training updates as required.
Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
Identify own learning needs and jointly plan training requirements with your line manager.
Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
Person specification
Shortlisting
Essential criteria
1. Detailed knowledge of the NHS, acquired through diploma or equivalent experience or training
2. Able to use a range of Microsoft products e.g. Word, Excel, Powerpoint
3. Ability to plan, organise and prioritise own workloads.
Desirable criteria
4. Training qualification, ECDL or equivalent experience
5. Knowledge and understanding of NHS structure and organisation.
6. Experience of working with senior clinical and management staff.
7. Knowledge of the 18 week operating standard
Equality, Diversity and Inclusion
Essential criteria
8. Evidence of having championed diversity in previous roles (as appropriate to role)
9. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications