Job overview
Responsible for ensuring the administrative and clerical work related to patient care are competently managed.
Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
To deal efficiently and in professional manner enquires from both patients and staff internally and externally.
Main duties of the job
Ensure all patient discharge information is correctly filled out by nursing
and medical staff and where appropriate send to GP, Secretary, anti
coagulation department and file copy in case notes.
Open all incoming post unless marked to a specified member of staff.
Process and pass to appropriate members of nursing team.
Be responsible for ensuring all the relevant correspondence is located.
Answer telephone enquires following departmental protocol, both
internal and external, from other members of staff, departments,
patients/relatives and other hospitals, referring them to the supervisory
staff member when necessary.
When elective patients arrive on the ward check correspondence,
amending any details on the Careflow. Add their details to ward
admission book specifying date of admission, consultant, and GP. Also
ensuring that admission and discharge time are recorded.
Booking of post inpatient follow up appointments – patients leaving with
follow-up appointment in their hand Send follow up requests to relevant
department/team. Mark in file to record that the request has beenmade.
To ensure where the patient no longer requires future follow-up that the
Referral is discharged using Pas Careflow
To outcome and discharge referrals as and when appropriate.
Working for our organisation
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
Ensure on a daily basis that the ward board/admissions book is
checked for recent discharges and patients due to be admitted.
Responsible for adding admission and full patient details onto Careflow.
Maintain and monitor ward information recorded on Careflow. Ensuring
that all patients are admitted to the correct ward bed, consultant, and
specialty. Responsible for ensuring that all notes are tracked to correct
area.
Responsible for the updating all admissions, transfers of care,
discharges, and transfers to different wards information on Careflow
an ongoing basis
To access the spine with a smart card to find NHS numbers.
When admitting patients to the ward ensure that if the patient i
overseas visitor that the correct policies and procedures are followed.
Identify and manage duplicate case notes, including when appropriate
organising the merging of electronic records and amalgamation of case
notes
Responsible for ensuring that all patient records reach the clinical
coding department in a timely basis to be coded.
Providing annual leave and sickness cover as appropriate for other ward clerks.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Person specification
essential
Essential criteria
1. Communication
2. Customer Service
3. IT Skills
4. Ability to Multitask
5. Administration Experience
6. Working in an hospital environment
Equality, Diversity, and Inclusion
Essential criteria
7. Evidence of having championed diversity in previous roles (as appropriate to role)
8. 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