Job overview
Support the administration of the pathways for patients diagnosed with cardiac conditions such as heart failure, Aortopathy and inherited cardiac conditions.
Triaging patient emails and phone calls and dealing with administration enquiries.
Ensuring all patient and clinical information is available to make informed treatment decisions.
Collation of test results for MDT discussions, and for clinic appointments.
Co-ordinating and booking nurse clinic appointments and telemedicine appointments.
Recording outcomes to reflect activity accurately.
Support the processes required for effective MDT meetings including record keeping and onward referral.
Support general administrative duties for the nurse specialist teams.
Main duties of the job
Day
Responsibility*
Location (Ward / Site)
Monday
Am
ICC MDT (local)
Admin to heart failure team
RSCH
Pm
Heart failure MDT
Admin to heart failure team
RSCH
Tuesday
Am
Admin to ICC team
RSCH
Pm
Admin to ICC team
RSCH
Wednesday
Am
Admin to heart failure team
RSCH
Pm
Admin to ICC team
RSCH
Thursday
Am
Admin to ICC team
RSCH
Pm
Admin to Aortopathy team
RSCH
Friday
Am
Admin to heart failure team
RSCH
Pm
Admin to heart failure team
RSCH
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.
Main Duties and Responsibilities
Communication
· To monitor the specialist nurse shared email inboxes, dealing with administrative queries and highlighting anything urgent.
· Liaise with the waiting list co-ordinator for enquiries regarding wait times or changes to status on the waiting list (i.e. cancellations, postponing cases, upgrading cases to urgent) and keeping the nurse specialists updated.
· To communicate daily with a wide range of staff within the NHS and private health care organisations. The post holder must be able to communicate with the cardiac bookings team, General Managers, Clinical Directors, Consultants, Service Managers, Ward Clerks, community teams.
· To ensure the clinical team are advised of any patient who requires clinical support.
· To ensure all information and contact with patients is recorded accurately and disseminated to the appropriate team member.
Service Delivery and Improvement
· To work with the specialist nurses to improve data quality.
· To work with the specialist nurses to produce audits associated with the working of the MDT.
· To work with the specialist nurses to roll out patient surveys and to record and collate the information.
· To support clinical audit by providing data entry onto clinical systems.
· To work with the specialist nurses to improve the service and to ensure that all services are monitored.
· To process map problem areas with the aim to reduce waiting times, organising meetings to discuss as required.
· To ensure operational meetings are supported from an administrative perspective.
People Management and Development
· To assist in the process of induction and training for new clerical staff.
Patient Care Delivery
· To answer calls to the specialist nursing teams, triaging and taking all relevant information so that it can be dealt with effectively. Deal with administrative enquiries independently.
· To contact patients, where appropriate, to explain the process for individual treatment pathways.
· Ensure all patient and clinical information is available to make informed treatment decisions
· Collation of test results for MDT discussions, and for clinic appointments
· Book nurse clinic appointments and telemedicine appointments
· Record outcomes to reflect activity accurately
· Support the processes required for effective MDT meetings including record keeping and onward referral
· Responsible for missing outcomes on Careflow for specified clinics
· Support general administrative duties for the speecialist nursing teams
· To support onward referrals.
Person specification
N/A
Essential criteria
1. Experience in the field of administration and data analysis obtained through qualifications or the equivalent practical experience gained through working in a high level administration setting.
2. Experience of the NHS or another large organisation and to understand how a complex organisation operates
3. Excellent IT skills and be able to learn new systems very quickly.
4. Be able to work without close supervision and be able to set deadlines and manage resources.
5. Experience in working with confidential information and adherence with Caldicott (patient confidentiality) Proven Customer care skills.
6. Evidence of effective team working
7. Ability to manage own work without direct supervision
Desirable criteria
8. Knowledge of cardiac pathways from referral to final treatment and understanding how patients medical records are completed as well as how to extract information from them.
9. Knowledge of PAS and other hospital database systems
10. Experience of NHS and medical records
11. Understanding of the medical terminology related to cardiology.
Equality Diversity and Inclusion
Essential criteria
12. Evidence of having undertaken own development to improve understanding of equalities issues
13. 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