Job overview
This is an exciting opportunity to join the Gynaecology admin team as a receptionist for our new outpatients centre based at Princess Royal Hospital, Haywards Heath. Gynaecology are seeking a motivated individual who is able to work solo and as part of a team when required.
This post is a part time 16 hours per week working 2 days a week
Main duties of the job
Gynaecology are seeking a receptionist to greet patients in a friendly, courteous manner, book patients in using the trust computer patient system, book follow up appointments for patients, help with clinic flow as and when required amongst other reception duties.
Please see the attached job description for more information.
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.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Prior to submission of your application for any internal secondment or fixed term post, please ensure that you have discussed this with your line manager to obtain their approval. If you do not have written approval from your current line manager to take this position if successful as an internal secondment opportunity, it would be offered as a fixed term position.
1. To greet patients in an efficient, friendly, and courteous manner.
2. To book patients onto the PAS computer system and check current details for accuracy.
3. Be able to adjust patient details as required, in line with Trust policy, Data Quality and Information Governance.
4. Liaise with medical staff and nurses to ensure efficient use of clinic time.
5. To mutually agree and book follow-up appointments with patients as they leave the clinic.
6. Cache up clinics effectively ensuring all outcomes are completed.
7. Liaise with the appropriate Consultants, secretary or booking team if unable to book a follow-up appointment.
8. To coordinate patient flow through the various stages of the clinic.
9. To identify high levels of DNAs in clinic and report it to management.
10. Record upon arrival and resolve any hospital transport patient issues.
11. Track medical notes into the department using the patient tracking system. Ensure there are no case notes missing. Organise received notes into order for clinics.
12. Ensure medical notes are prepped and ready prior to the start of the clinic.
13. Ensure clinic pick lists are provided to medical teams in clinic.
14. Notify outpatient nursing staff in advance of any problems, whilst still seeking to rectify them.
15. Deal with telephone calls in a competent, friendly, helpful, and polite manner.
16. Resolve problems and deal with all queries at the reception desk with competence.
17. Attend departmental meetings as arranged.
18. Participate in the induction of new staff.
19. Maintain confidentiality of information about patients, staff, and other health service business.
20. Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.
21. Other reasonable duties relating to the smooth running of the gynaecology outpatients centre.
Person specification
Experience
Essential criteria
22. •Customer Service/Administration Experience.
23. •Knowledge of Word, Excel, Outlook, and other related PC applications
Skills
Essential criteria
24. •Able to deal with highly stressful situations in a calm and professional manner.
25. •Excellent verbal and written communication skills with the ability to communicate with patients/service users and staff at all levels of the organisation.
Equality, Diversity, and Inclusion
Essential criteria
26. Evidence of having championed diversity in previous roles (as appropriate to
27. Evidence of having undertaken own development to improve understanding of equalities issues
desirable
Desirable criteria
28. NHS experience
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