Go back University Hospitals Sussex NHS Foundation Trust (279)
Faster Diagnosis Standard Admin Support
The closing date is 21 July 2025
** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES **
The post holder will work effectively as a team member and provide an administrative service across GI services as required including word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources. Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail for the FDS nurse service.
Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff
Maintain spread sheets and databases including the production of regular information reports. Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate.
Main duties of the job
To provide efficient secretarial and administrative support to clinical and non-clinical teams across all the nurse FDS service adhering to procedures and processes
within service timescales, whilst operating within a busy and demanding
Communicate effectively using good written, verbal, email and telephone skills
Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner
Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Trust policies and procedures and redirecting calls where appropriate
Ability to recognise situations that should be referred onto the FDS nurse/matron and take prompt and appropriate action
Ensure accurate data is provided for statistical and planning purposes as requested
Identify and promote best practice and innovation to improve efficiency and productivity
Cover for the FDS Navigator during periods of absence/leave.
Contact with patients on the telephone in a sensitive and confidential manner
The post holder may have incidental face to face patient contact as part of their daily duties
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. 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 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and 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 and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job responsibilities
Communication
To provide efficient secretarial and administrative support to clinical and non-clinical teams across all the nurse FDS service adhering to procedures and processes
within service timescales, whilst operating within a busy and demanding environment.
Communicate effectively using good written, verbal, email and telephone skills
Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner
Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Trust policies and procedures and redirecting calls where appropriate
Exercise confidentiality, empathy, discretion and diplomacy skills when communicating by telephone or face to face, including dealing with difficult situations (eg. aggressive or demanding behaviour)
Prepare letters, reports and other documentation of a sensitive and confidential nature within guidelines
Basic, sensitive and complex information may be communicated. The post holder may experience language barriers
Attend admin / departmental meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.
Analytical and Judgement Skills/Service Delivery
Ability to decide on own action within the team whilst receiving support
Judgements involving facts or situations, some requiring analysis
Work is managed rather than supervised. To work with the minimum of supervision on a daily basis
Problem solving within own given areas of responsibility (eg. reception and care records management)
Be aware of and deal with issues as they arise and highlight any concerns to the Line Manager
Ability to recognise situations that should be referred onto the FDS nurse/matron and take prompt and appropriate action
Ensure accurate data is provided for statistical and planning purposes as requested
Identify and promote best practice and innovation to improve efficiency and productivity
Planning and Organisational Skills
Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
Undertake work that has been prioritised by the Line Manager
Plan and organise straightforward tasks
Arrange meetings on a regular basis
Responsibility to patients Patient Care Delivery
Cover for the FDS Navigator during periods of absence/leave.
Contact with patients on the telephone in a sensitive and confidential manner
The post holder may have incidental face to face patient contact as part of their daily duties
Paperwork to be filed chronologically in patients records
Book interpreters and transport as required for patient appointments. To record issues and liaise with interpreter and transport services to resolve issues
Provide patients with support, non-clinical advice and information on a range of issues including complex appointment queries
Act as Fire Warden and First Aider with appropriate training in place
Policy and Service Responsibility
Work collaboratively as part of an integrated team
Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
Follow office and secretarial procedures
May be required to comment / implement policies and propose changes to practices and procedures for own area
Maintain all records in accordance with Trust policy
Receive and open incoming post/email and take action as required
Liaise with the Trust Booking Services regarding cancellation and rescheduling of clinics
Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services
Responsibility for Financial and Physical resources
Have a personal duty of care for all equipment and resources used
Be responsible for stock control and ordering of stationery / clinical supplies as required
Responsibility for Staff
Participate in the induction and training of all new members of staff.
Demonstrate own activities to new / less experienced staff
Day-to-day supervision, prioritisation and motivation of voluntary workers workload to ensure set timescales
Person Specification
Experience/ Qualifications
* Demonstrable ability to meet the Trust's Values
* Good General Education (eg. 3 GCSE English and Maths A-C)
* QCF Business Administration Level 2
* Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
* Advanced keyboard / IT skills Including audio typing
* Ability to deal with challenging situations with empathy/tact/diplomacy
* Evidence of having championed diversity in previous roles (as appropriate to role)
* Evidence of having undertaken own development to improve understanding of equalities issues
* Experience of Cancer services
* Understanding of a patient pathway through primary care into an acute Trust setting
* Experience of hospital specific administration systems
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles
* Evidence of having undertaken own development to improve understanding of equalities issues
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
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