Job overview
We are looking for an enthusiastic and motivated individual to provide efficient front of house service to our Dermatology Administration Team.
We are looking for a friendly first port of call, who can work well both within a team and unsupervised. The successful candidate will be responsible for booking patients into their appointments, distributing, collecting and uploading any requested forms, outcoming and booking patient appointments, allocating referrals to correct clinics and any other duties as appropriate.
Attention to detail and accuracy are key in this busy departmental role. The successful candidate will need to be IT competent and have experience with a variety of software and work well within a team.
NHS experience and medical terminology would be advantageous, though not essential as full training will be provided to the successful candidate.
Main duties of the job
·Meet and greet all patients within our dermatology department
·Booking/Rebooking and outcoming of all dermatology appointments
·Allocating Referrals to correct clinics and site
·Distributing, collecting and uploading any requested forms
·Electronic Filing: maintain accurate electronic filing of patient records and documentation
·Supporting with rota allocations
·Respond to patient queries via email and telephone
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.
Main Duties and Responsibilities
• Meet and greet all patients within our dermatology department
• Booking/Rebooking and outcoming of all dermatology appointments
• Allocating Referrals to correct clinics and site
• Distributing, collecting and uploading any requested forms
• Electronic Filing: maintain accurate electronic filing of patient records and documentation
• Supporting with rota allocations
• Respond to patient queries via email and telephone
Communication
• Answer telephone and email queries in a timely and courteous manner,
ensuring queries are responded to efficiently.
• Meet and greet all patients within our dermatology department
• To handle difficult situations and sensitive information in a calm and
professional manner
• Liaising with clinicians, registrars, specialist nurses and other members of our clinical and non-clinical teams, ensuring patient care is delivered to the highest standard.
Key relationships
General Manager
Operational Manager
Directorate Support Manager
Specialty Co-Ordinators
Admin Support Secretary
Service Delivery and Improvement
• To manage and prioritise own workload and be able to work independently.
• Ensure all dermatology patient referrals allocated to correct clinics.
• Ensure clinics are fully utilised, booking appointments in the appropriate
slots/clinics.
• Escalate any departmental concerns or operational issues that prevent
service delivery to the line manager.
People Management and Development
• Attend appropriate training to fulfil role.
• Meet contractual obligations to comply with mandatory training.
• Manage and prioritise own workload and be able to work independently
• To participate in the promotion of a positive learning environment and to always act as a role model, at all times.
• Communicate with patients in a professional and caring manner.
Patient Care Delivery
• Dealing with enquiries and issues raised in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public, in line with Trust Values.
• Maintain confidentiality in all aspects of the role including claims and
complaints.
• Ensure that patient contact details are correct on referrals and PAS,
contacting GP surgeries when necessary to obtain more up to date or
additional details.
Learning and Development
• Attend mandatory training updates as required.
• 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.
• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
• Identify own learning needs and jointly plan training requirements with your line manager
• 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.
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 project work,
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
Essential & Desirable
Essential criteria
1. GCSE Maths English ICT Grade C/4 or equivalent
2. NHS/Admin Experience
3. Able to work autonomously and as part of a team
4. Demonstrates Trust Values and Behaviours
5. Knowledge and experience working with Microsoft packages
Desirable criteria
6. Knowledge and experience working with NHS systems/applications
7. Medical Terminology
Equality, Diversity and Inclusion
Essential criteria
8. Evidence of having championed diversity in previous roles (as appropriate to role).
9. 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