Job Overview
Provide a range of comprehensive administrative support in the Head & Neck department. The post holder is expected to be highly motivated, flexible, and multi‑skilled with excellent organisational skills, using Microsoft Office, SPINE, Careflow, Openeyes and Panda systems. The role includes covering the reception desk, staff sickness/leave and general administrative duties within the department, with an emphasis on meeting deadlines, collating data and maintaining standards in line with the UHSussex Patient Access Policy.
Responsibilities
* Provide a range of administrative tasks across multiple areas
* Follow a flexible approach to workloads, liaising with management to prioritise support needs
* Cross‑cover multiple areas and departments within Head & Neck
* Create referral lines and book appointments on the Trust PAS system, ensuring all patient pathways are booked, coded and outcomeed correctly, including dual and retrospective bookings
* Use SPINE to update patient information onto Careflow
* Work from multiple spreadsheets and outcome forms simultaneously to capture all appointments
* Communicate within the team to ensure tasks are divided and avoid overlap
* Maintain meticulous attention to detail in repetitive tasks to avoid errors
* Maintain appropriate audits for various tasks
* Greet patients in a friendly, calm manner
* Use Careflow and Openeyes to book in patients
* Cache up clinics effectively ensuring all outcomes are completed
* Handle telephone calls in a competent, friendly, helpful, and polite manner
* Resolve problems and deal with all queries with competence
* Attend departmental meetings as arranged
* Maintain confidentiality of information about patients, staff and other health service business
* Scan multiple pages of documents, upload scans to the appropriate systems (Openeyes and/or Mediviewer)
* Display flexibility in hours and work across hospital sites as required
* Communicate effectively with patients and staff to monitor patient flow within clinic
* Perform other reasonable duties relating to the smooth running of the department, as requested by Head & Neck management team
* Participate in the training and induction of new staff
* Possess general knowledge of Mediviewer, Openeyes, Careflow and Panda systems for competent cross‑cover
* Have the ability to gauge workload and escalade with managers to prioritise tasks
Qualifications and Experience
* Administration experience
* Ability to use initiative and work unaided in a busy, demanding environment
* GCSE or equivalent in English and maths
* Working knowledge of the patient access policy and national NHS targets
Person Specification
* Evidence of having undertaken own development to improve understanding of equalities issues
* Evidence of having championed diversity in previous roles (as appropriate to role)
Legal and Administrative Information
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.
As part of a safe working environment, a Disclosure and Barring Service (DBS) check will be undertaken for all new employees where the role is eligible for a criminal record check. Offers are made in line with the Rehabilitation of Offenders Act 1975.
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