Job overview
We are looking for an experienced Administration Co-ordinator to join our Paediatric Diabetes and Endocrine Service Team at St Richard's Hospital.
If you have highly effective secretarial and organisational skills there is an exciting opportunity to join the Paediatric Diabetes Service Team as an Administration Co-Ordinator supporting the clinical team.
We are seeking highly motivated and organised individuals to join the team on a part time 25 hours per week basis.
Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable. The role is varied with close working with the clinical team and other support networks.
Main duties of the job
To provide operational support for the care of children with Diabetes/Endocrine disease from diagnosis until transferring into adult care. The post holder will be required to support all administrative aspects of the patient pathway.
The Administration Coordinator will provide essential administration and validation services to the Diabetes and Endocrine Team, contributing to the overall efficient and effective running of the Service. The post holder will also act as MDT administrator and coordinator for the speciality, supporting medical, nursing, dietician and Psychology input, ensuring patients are managed in accordance with the Best Practice Tariffs (BPT) and NICE guidelines.
The Administration Coordinator will provide quality assurance, quality improvement and NHS expertise by actively participating in the Audit requirements of the National Paediatrics Diabetes Audit and the Spotlight audits and the Paediatric Diabetes Quality Improvement Programme. The Administration Coordinator will be responsible for preparing and submitting the programme’s Peer Review supporting material and documentation.
To undertake admin and clerical duties relevant to the Service commensurate with Band 4 levels of responsibility.
To work without supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation for the service.
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.
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.
Communication
1. The post holder will work as part of a multidisciplinary team under the direction of the Clinical Lead for Paediatrics Diabetes and Care Group Support Manager, providing expertise in the proactive management of the administrative duties associated with Paediatric diabetes and endocrine disease.
2. Liaise with paediatric diabetes network administration colleagues to ensure the department is working collaboratively and within National Guidelines, to benchmark the service the Trust provides against local and national services.
3. Support clinicians with updating policies and procedures.
4. Coordinate distribution and collation of surveys in compliance of BPT and NICE guidelines.
5. Collation of BPT data sets and send to finance and various business performance mailboxes. This includes the Quarterly stats, Annual Reports and performance presentations for MDT meetings and business decision making.
6. Organise and update paperwork for programmes and services. Liaising with the adult administration team to coordinate transition plans and clinics.
7. Dissemination of information sending correspondence to GPs and caseload, manage a variety of communication methods, e.g telephone, letter, email and the DigiBete App.
8. Maintain diary of events, staff annual leave etc.
9. Support the team in ensuring accurate data is collected and validation by clinicians
10. Deal with telephone calls and emails, responding in a timely manner and taking appropriate action as required. Provide non-clinical information to patients as appropriate recognising when to escalate or redirect urgent calls to senior staff.
Service Delivery and Improvement
11. Adhere to Trust policies and procedures and the Trust’s Values and Behaviours.
12. Organise bulk and booklet colour printing using the Trust’s printing department for caseloads education with literature composed by the team.
13. Composition of information sheets for consent forms, ensure letter template are updated and comply with Trust formatting and liaising with Information Governance. Creation of a variety of contact cards for individual purposes, e.g. download appliance clinic codes, useful numbers and contacts for pharmacy etc.
14. Help the team with new computer systems including procurement of equipment for purpose and the access of training when needed.
15. Organising the payment of clinical subscriptions using the procurement system. ECF forms, filling in and submission for the purchase of a variety of equipment for clinical nursing requirement.
16. Liaise with GP’s, external Trusts and services when necessary to obtain information prior to referred patient’s appointment, ensuring documents are uploaded to Evolve and recorded in nursing notes.
17. Manage interactive sites to comply with quality control for DCA and other such devices coming into the service.
Patient Care Delivery
18. Collection of data for the National paediatric Diabetes Audit (NPDA) using multiple professional online systems and patient notes. Submit data complying with timelines, patient consent governance and compatible formats to upload to the national system.
19. Maintain patient demographics and record new patients to caseload updating multiple platforms (e.g. nhs.net, PAS, data sets, nursing notes and NPDA)
20. Coordinate services, templates and capacity, booking sessions on the Trust PAS system for psychology, pump, transition, educations sessions and ad-hoc sessions. Requesting new clinic codes appropriate for purpose for the PAS system. Cancelling and rebooking clinics.
21. Supporting the team in organising booking and recording meetings, education sessions and coordinating room bookings for ad hoc meetings and clinics.
22. Demonstrate high levels of customer care and be an ambassador for customer care within the Trust
23. The post holder will be required to communicate effectively with all levels of staff and deal sensitively with queries from patients
24. Act as the communication hub for the clinical team, primary care, patients and their relatives as well as internal and external organisations
25. Liaise with the Patient Experience Team, Patient Feedback systems and groups and any other patient forums to improve care for patients.
26. Assist with Datix investigations into reported incidents//complaints/PALS as directed by the Care Group Support Manager
27. To attend meetings and workshops offsite as required
28. Act as liaison between Consultant, GP, Patients and their relatives and other relevant agencies
-- Please see Job Description & Person Specs for further info --
Person specification
Patient/Client Care
Essential criteria
29. Provide non clinical information and advice to patients and relatives about admissions and appointments
30. Aware of the need for confidentiality in accordance with Data Protection Act
31. Secretarial/PA qualification
Desirable criteria
32. RSA Stage III Typing or equivalent
33. Medical Secretarial qualification
Knowledge Training Experience
Essential criteria
34. At least 2 years experience as a Medical Secretary
35. Excellent knowledge of a full range of secretarial procedures
36. Experience establishing efficient office systems and processes
37. Ability to take and transcribe minutes of meetings
38. Experience of working in a multi-disciplinary team environment
39. Previous involvement in data collection, patient pathway tracking and data collection
Desirable criteria
40. Previous NHS work experience in an acute setting
Communication
Essential criteria
41. Ability to manage own time and work independently whilst also meeting priorities
42. Ability to learn and implement new processes quickly and independently
43. Ability to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager
44. Advanced keyboard skills
45. Ability to respond to a crisis sensitively and with appropriate urgency
46. Ability to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues
47. Ability to show empathy and understand the difficulties faced by patients
Desirable criteria
48. Audio typing skills and experience of digital dictation systems
49. Ability to build effective working relationships
50. Able to motivate and influence others
Analytical and Judgemental
Essential criteria
51. Ability to use own judgement/initiative to problem solve and adapt to changing situations
52. Recognise abnormal results and bring to the attention of the Consultant
53. To be able to prioritise workload in an ever changing and demanding environment
Planning and Organisational
Essential criteria
54. Proven organisational skills and ability to multitask, prioritise and work to deadlines, often dealing with complex activities, programmes and situations
55. Self motivated and ability to work without supervision
56. Attention to detail
57. Organising meetings and events as required
58. Proven team working skills
Physical Skills
Essential criteria
59. Advanced keyboard skills
60. Ability to concentrate when work pattern is unpredictable and where there are frequent interruptions
61. Understand the appropriate escalation of problems/concerns to line manager or medical staff
Patient/Client Care
Essential criteria
62. Provide non clinical information and advice to patients and relatives about admissions and appointments
63. Aware of the need for confidentiality in accordance with Data Protection Act
64. Ability to maintain confidentiality
65. Putting the Patient First
66. Telephone contact with patients and GP Practices
67. Able to monitor patients through their referral pathway
Information Resourcs/IT
Essential criteria
68. Excellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point
69. Compliance and understanding of the Trust policy for Information Governance
70. Effective and accurate keyboard skills
Desirable criteria
71. Previous use of Patient Administration Systems (PAS)
Equality, Diversity & Inclusion
Essential criteria
72. Evidence of having championed diversity in previous roles (as appropriate to role)
73. 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