Job overview
We are looking for an enthusiastic and motivated person to provide efficient clerical support to our Sleep Studies Administration Team. We are looking to recruit someone who can work well both within a team and unsupervised.
Attention to detail is essential as you will be dealing with repetition where accuracy is key. You will need to be IT competent and have experience with a variety of software.
NHS experience and medical terminology would be advantageous, though not essential as full training will be given to the right person.
There will be a typing test at interview
Main duties of the job
·Audio Typing of Sleep Nurse Specialist Clinics, admin dictations, prioritising work according to changing demands and adhering to Trust guidelines of dictation turnaround.
·Ensuring patient details are accurate and up to date.
·General Administration, message taking and enquires are processes in a reasonable time frame.
·Liaising and communicating with a wide variety of health care professionals and admin support.
1. Booking patient appointments
.
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
·Typing of Sleep Specialist Nurse clinics, admin dictations, prioritising work according to changing demands and adhering to Trust guidelines of dictation turnaround.
·Ensuring patient details are accurate and up to date.
·General Administration, message taking and enquires are processes in a reasonable time frame.
·Liaising and communicating with a wide variety of health care professionals and admin support.
·Booking clinic appointments and tests.
·Answer the telephone and email queries in a timely and courteous manner, ensuring queries are responded to efficiently.
·To handle difficult situations in a calm and professional manner
·Liaising with clinicians, specialist nurses and other members of the administration teams to ensure patient care is delivered to the highest standard.
·To coordinate and liaise with other team members to ensure that cover arrangements for annual leave and sickness is facilitated by working as a team.
·Escalating potential breach patients to senior management, according to Trust guidelines and policy.
·To manage and prioritise own workload and be able to work independently.
·Monitor pathology, laboratory and x-ray reports through ICE and present to clinicians and nursing staff.
·Ensure clinics are fully utilised and booking appointments in the appropriate slots/template.
·Escalate any departmental concerns or operational issues that prevent service delivery to the line manager.
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.
Person specification
Qualifications
Essential criteria
2. 5 GCSEs including Maths and English
3. RSA Stage III typing or equivalent experience
Knowledge
Essential criteria
4. Excellent knowledge of a full range of medical terminology
5. Excellent knowledge of a full range of administrative/secretarial procedures and systems
6. Previous NHS experience
Skills
Essential criteria
7. Communication and team working (good verbal and written skills)
8. To be able to use analytical thinking and own judgement to problem solve and adapt
9. Planning and organising for complex problems and conflicting demands
10. To be able to work on own initiative
Desirable criteria
11. Work in a pressurised environment
IT and systems/database knowledge
Essential criteria
12. IT and systems/database knowledge
13. Previous experience using PAS systems
Desirable criteria
14. Understanding of validation and patient pathways
Equality, Diversity and Inclusion
Essential criteria
15. Evidence of having championed diversity in previous roles (as appropriate to role)
Equality, Diversity, and Inclusion
Essential criteria
16. 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