Job overview
An exciting opportunity has arisen for an experienced Speciality Co-ordinator to join our busy team of Oncology Administrators at Worthing Hospital.
The aim of this role is to provide a comprehensive and efficient administrative support, co-ordinating the service for Clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as well as working collaboratively with the wider team.
To communicate effectively with a wide variety of people, to include GP’s, NHS clients, patients and their carers, and members of the Multidisciplinary Team to ensure the patient pathway is tracked and managed in line with NHS timescale targets.
Main duties of the job
To communicate effectively with a wide variety of people, to include GP’s, NHS clients, patients and their carers, and members of the Multidisciplinary Team to ensure the patient pathway is tracked and managed in line with NHS timescale targets.
As part of the wider admin team, this flexible role includes typing, tracking, inbox management, handling clinician queries, appointment outcomes and liaising with patients via multiple communication methods.
You must be adaptable, have excellent communication skills and have the ability to embrace change.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
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.
The aim of this role is to provide a comprehensive and efficient administrative support, co-ordinating the service for clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service.
Communication
1. To deal with incoming telephone calls (from other trust staff, patients, company representatives, and external service users) in an efficient and courteous manner, making decisions as to those requiring re-routing to the Clinician or dealing with queries which may be of a highly complex nature.
2. To communicate highly complex information (e.g. communicating a change to hospital policy, reduced theatre lists or staff numbers etc.) to other departments within the hospital; overcoming significant barriers using a high level of interpersonal and persuasive skills.
3. To take initial receipt of all incoming correspondence, telephone, written and verbal enquiries as appropriate.
4. To attend meetings relevant to the role of Speciality Co-ordinator and take minutes when required.
5. Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers’, managers, wards, admissions and many other departments.
6. To ensure that patient confidentiality is maintained at all timesin accordance with the Data Protection Act/Caldicott, acting in accordance with Trust policies.
7. To demonstrate extreme tact, diplomacy, patience and empathy in the course of considerable client/patient contact, both in person and over the telephone and impart clear, concise appointment related information to clients/patients.
8. To reassure anxious patients who have been recalled for further investigation and explain the procedures which will be undertaken and to communicate appropriately with patients from different backgrounds and cultures.
9. To communicate appropriately with patients who have special needs including those with physical and mental disabilities, learning difficulties and with clients who are anxious and/or upset.
10. To deal appropriately with messages left on the out of hours answer service.
11. To communicate effectively and work collaboratively as a member of the Multidisciplinary team.
Service Delivery and Improvement
12. An autonomous responsibility to manage a comprehensive and well-organised administrative and secretarial service for the department, working with limited supervision and on own initiative, prioritising own workload and organising own work to meet designated deadlines.
13. Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Audio typing correspondence relating to out-patient attendances and medical reports.
14. To comply explicitly with the Trust policies and procedures.
15. To perform general clerical tasks including dealing with e-mails, photocopying and filing, maintaining office filing systems and storage of information to meet the needs of the service including uploading documents to Mediviewer/ Somerset.
16. Maintain and utilise department and Trust information systems and ensure the accuracy of information held on the Patient Administration Systems.
17. To provide cover for other secretarial and administrative staff, in times of absence.
18. To be proficient in the use of IT software, e.g. Microsoft Outlook, Word, PowerPoint and Excel. There will also be the requirement to use Trust systems and departmental databases.
19. Comply explicitly with the Trust’s Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses. Ensure details of all written plaudits are passed on to appropriate staff.
20. At no time should clinical staff work outside their defined level of competence. If the post holder has concerns regardingthis they should immediately discuss this with their Manager, Supervisor or Consultant. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.
People Management and Development
21. To mentor new staff when necessary and undertake an active role in the induction of new staff.
Learning and Development
22. Attend mandatory training updates as required.
23. 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.
24. 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.
25. The post holder is required todemonstrate on-going continuous professional development.
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 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.
Person specification
Qualifications
Essential criteria
26. GCSE’s C or above in English and Maths and/or equivalent level of knowledge & experience.
27. Flexibility and adaptability to changing situations
28. Ability to problem solve and adapt to changing situations
29. Knowledge of Medical Terminology
30. Excellent communication skills (verbal and written)
Desirable criteria
31. Medical Secretarial experience
32. Previous NHS work experience in an acute or primary care setting
33. Experience of working with IT Systems
Equality, Diversity and Inclusion
Essential criteria
34. Evidence of having championed diversity in previous roles (as appropriate to role).
35. 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