Job overview
The post holder will assist in providing a comprehensive administrative support for the Audiology Team including weekly scheduling, clinic templating, waiting list management, referral processing and appointment booking. They will be one of the primary points of contact with the patients and will carry out generic reception and administration duties.
Main duties of the job
Being responsible for booking appointment
Answering the phone and dealing with enquiries
Working efficiently and sometimes independently
Demonstrating good attention to detail
Applying a caring and understanding approach to the needs of the patients and visitors within the department
Being aware of and work in accordance with Trust and departmental policies and procedures
Any other appropriate level work assigned by the Office Manager or head of department
Working for our organisation
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 our Wellbeing 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.
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.
Provide receive sensitive information such as personal medical information and patient demographics
Deal with enquiries from professional staff and patients/carers
Communicate effectively with all staff and patients with some barriers to communication
Ensure good communication skills are maintained within the admin team
Be the primary point of contact for visitors, patients, carers and telephone callers
Assists with maintaining department’s patient appointment schedule
Assist with the maintenance of stationery and stock supplies
Person specification
Qualifications
Essential criteria
1. Good standard of education: GCSE grade C or above, or equivalent proven experience
Skills and Experience
Essential criteria
2. A good level of Computer skills
3. Previous experience of working within a people focused environment with direct contact /communication with clients/patients/customers
4. Must be ability to deal with confidential information in a professional and sensitive manner
5. Excellent communication and interpersonal skills demonstratable in person at reception, in the department, online and over the telephone
6. Ability to communicate on behalf of the team both within and outside of the organisation
Desirable criteria
7. Previous experience of working with Data input
8. Previous patient facing or reception experience
9. Previous experience of working in a Hospital Trust or, in an equivalent environment
10. Experience of using NHS IT systems: ie: Careflow Auditbase
11. Previous experience of working on a reception desk
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