Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
An exciting opportunity for a administrator to join the discharge Team on a 9 hour contract.
To provide administrative support to the Discharge Team at St Richards Hospital and to the Discharge Team Manager, ensuring that the office always runs smoothly.
Good communication skills are required as the first point of contact for all telephone enquiries, face-to-face and via email with ward staff, other hospital staff and with other outside organisations, patients, relatives and the public.
The post holder is required to work under their own initiative but to be aware of when issues need to be taken to other team members.
They will be responsible for the health & safety of the office environment and will provide the complete range of administrative tasks.
Main duties of the job
1. First point of contact for the Discharge Team Department, whether by telephone or face-to-face in the department.
2. Communication with all internal staff (including ward staff, senior managers, immediate colleagues, representatives from other departments etc), external organisations, patients, relatives/friends and the general public.
3. Communicate by means of face-to-face meetings, e-mail, telephone, messages, formal letters, meeting minutes, documents and reports.
4. Communicate complex information in an understandable manner.
5. Updating the discharge tracker daily.
6. Creation of the ToCH list and nCTR List.
7. Completion of the daily audits.
8. Monitor joint email boxes and action emails as appropriate.
9. Archive emails to ensure storage of joint mailboxes is continually kept below 90%.
10. Act as Fire Warden in the team (will need to attend further training for this)
11. Daily assessment of the office environment and actions taken to rectify any issues.
12. Management of own workload and prioritising of tasks to ensure that deadlines are met.
13. Organise meetings as required, negotiating with all possible attendees including patients, families and external agencies as well as internal.
14. Responsibility for maintaining supplies of stationary, leaflets for the team, wards/departments, including logs of provision.
15. Organise filing of paper and digital resources within the department.
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
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.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
16. First point of contact for the Discharge Team Department, whether by telephone or face-to-face in the department.
17. Communication with all internal staff (including ward staff, senior managers, immediate colleagues, representatives from other departments etc), external organisations, patients, relatives/friends and the general public.
18. Communicate by means of face-to-face meetings, e-mail, telephone, messages, formal letters, meeting minutes, documents and reports.
19. Communicate complex information in an understandable manner.
20. Updating the discharge tracker daily.
21. Creation of the ToCH list and nCTR List.
22. Completion of the daily audits.
23. Monitor joint email boxes and action emails as appropriate.
24. Archive emails to ensure storage of joint mailboxes is continually kept below 90%.
25. Act as Fire Warden in the team (will need to attend further training for this)
26. Daily assessment of the office environment and actions taken to rectify any issues.
27. Management of own workload and prioritising of tasks to ensure that deadlines are met.
28. Organise meetings as required, negotiating with all possible attendees including patients, families and external agencies as well as internal.
29. Responsibility for maintaining supplies of stationary, leaflets for the team, wards/departments, including logs of provision.
30. Organise filing of paper and digital resources within the department.
Person specification
experience
Essential criteria
31. Educated to ‘O’ level or GCSE level (grade C or above) or CSE (grade 1)
32. Secretarial or administration qualification e.g. RSA level 3/ NVQ level 3/ or equivalent demonstrable experience and level of knowledge
Desirable criteria
33. a) Experience and knowledge of the working practices of an acute NHS Trust b) Experience of working at the interface of community and hospital c) Knowledge of discharge planning procedures
Equality, Diversity and Inclusion
Essential criteria
34. Evidence of having undertaken own development to improve understanding of equalities issues
35. Evidence of having championed diversity in previous roles (as appropriate to role).
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