Job overview
The Diabetes & Endocrine Department at Worthing Hospital are looking for an Administrator/Support Secretary to complement the team at Worthing Hospital.
A typing test will be required at interview.
The role includes:-
1. To manage a full and comprehensive administrative service for the Consultants and medical staff
2. To act as the first point of contact, for service users
3. To monitor inpatient and outpatient commitments of the consultant and medical team and escalate when appropriate
4. Coordinate and allocate work within the admin team to ensure the effective and efficient operation of the administrative function
5. Supporting typing of clinic and admin letters
Main duties of the job
6. Reviewing (Past) clinic arrivals/outcomes ensuring all actions have been completed on PAS
7. Regularly reviewing/booking and validating from Consultants f/u pending lists
8. Tracking and chasing of results/diagnostics/patient updates
9. Review future clinics to ensure utilised, highlighting any unutilised/capacity issues
10. Support clinic typing
11. Booking of appointments
12. Supporting both the Directorate Support Manager and Support Specialty Coordinators as required
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, 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 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - 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 and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Candidate information pack - University Hospitals Sussex NHS Foundation Trust
Detailed job description and main responsibilities
·Dividing your time between administrations, validation, clinic changes, appointment bookings etc.
·Typing of Consultants and 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.
·Ensuring validating comments are up to date and tracking patients on the RTT pathways.
·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.
Person specification
Qualifications
Essential criteria
13. 5 GCSE's including Maths and English
Desirable criteria
14. RSA Stage III typing or equivalent - please state in supporting information
Knowledge
Essential criteria
15. Excellent knowledge of a full range of medical terminology
16. Excellent knowledge of a full range of administrative/secretarial procedures and systems
Desirable criteria
17. Previous NHS experience
Skills
Essential criteria
18. Communication and team working (good verbal and written skills)
19. To be able to use analytical thinking and own judgement to problem solve and adapt
20. Planning and organising for complex problems and conflicting demands
21. To be able to work on initiative
22. Work in a pressurised environment
Desirable criteria
23. Confident to raise issues where needed
Skills
Essential criteria
24. Provide non-clinical information on a wide range of work matters
Desirable criteria
25. Aware of data protection and confidentiality
Skills
Essential criteria
26. IT and systems/database knowledge
Desirable criteria
27. Understanding of validation and patient pathways
Equality, Diversity and Inclusion
Essential criteria
28. Evidence of having championed diversity in previous roles
29. Evidence of having undertaken own development to improve understanding of equality 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