University Hospitals Sussex NHS Foundation Trust (279)
We are currently relocating Elective Colorectal & Lower GI Cancer Surgery and Stoma Reversal Surgery from Royal Sussex County in Brighton to the Worthing site, creating a centre of excellence for Colorectal Cancer Surgery across Worthing and St Richard's hospitals.
This new post will be key in supporting the delivery of the service.
Taking the lead in providing dedicated administrative support to the Stoma Care Nursing Team, you will maintain effective office procedures and processes. Duties include online diary management, uploading weekly activity data, booking patient clinics and outcomes, formatting and sending confidential clinical letters, and liaising professionally with patients. You will become an expert user of our patient database and other office systems, manage departmental ordering via online procurement, and keep records of annual and study leave. You will assist in planning meetings, produce accurate minutes, and utilize your Microsoft Office skills. Effective communication across the team is essential, including handling sometimes upsetting phone calls. You should be proactive in managing service inquiries and comfortable working independently.
Main duties of the job
1. Lead in updating the patient database for accuracy and timeliness, including logging new patients and updating interventions.
2. Investigate and correct discrepancies in patient information.
3. Support the team in producing audit reports to monitor departmental activity.
4. Inform dispensing appliance contractors (DAC) of patient discharge requirements.
5. Ensure clinical activity is booked to Careflow and patient outcomes are recorded.
6. Obtain, track, and return medical notes as needed.
7. Update departmental records for discharges and admissions.
8. Manage and update staff rostering weekly, including leave, sickness, and training.
9. Assist in planning meetings, take minutes, and ensure timely dissemination.
10. Act as liaison for the Stoma Care Nursing Team with internal and external staff, patients, and relatives.
11. Handle queries efficiently and courteously, using judgment and prioritization skills.
12. Disseminate relevant information effectively across the site.
About us
At UHSussex, diversity is our strength. We promote inclusion, support staff with networks and buddy schemes, and are a Disability Confident Employer (Level 2) and Veteran Aware Trust. We treat patients and staff with compassion and empathy, offering extensive wellbeing support and flexible working options. As a leader in healthcare research, we value learning, teaching, and training, supporting your growth and development throughout your career. We look forward to your application and to welcoming you to UHSussex.
Job responsibilities
1. Lead in updating the patient database for accuracy and timeliness, including logging new patients and updating interventions.
2. Investigate and correct discrepancies in patient information.
3. Support audit reporting to monitor activity.
4. Inform DAC of discharge requirements.
5. Book clinical activity to Careflow and record outcomes.
6. Manage medical notes tracking and return.
7. Update records for discharges and admissions.
8. Manage staff rostering weekly, including leave and training.
9. Plan meetings, take minutes, and disseminate information.
10. Serve as liaison for the Stoma Care Nursing Team.
11. Handle queries with judgment and courtesy.
12. Record and pass messages timely, some sensitive or distressing.
13. Develop effective relationships across clinical and admin staff.
14. Support departmental helpline operations.
15. Book appointments with company reps.
16. Manage the inbox and helpline inbox.
17. Support service development initiatives.
18. Identify process efficiencies.
19. Support change management within the department.
20. Participate in personal development planning.
21. Attend training sessions and complete mandatory training.
22. Liaise with outside agencies for stoma education and support material prep.
23. Support audit and research projects.
24. Promote self-development and skill enhancement.
25. Maintain professional development and attend mandatory sessions.
26. Prioritize and manage workload with attention to detail.
27. Manage clinic and online diaries.
28. Generate invoices for external education activities.
29. Procure and invoice departmental supplies.
30. Stock take and order supplies weekly.
31. Follow trust policies for procurement and resource use.
32. Support efficiency savings, stock control, and I-Procurement use.
33. Operate office equipment.
34. Ensure GDPR and information governance compliance.
35. Support data management for audits and research.
36. Perform other duties as delegated or requested.
37. Review job description and person specs periodically.
Person Specification
* 5 GCSEs or equivalent, including English and Maths
* Advanced keyboard skills RSA 2/3 or equivalent
* Intermediate IT skills: Microsoft Excel, Word, Email, Internet; ability to manipulate spreadsheets and generate reports
* NVQ or HNC in Business Administration
Equality, Diversity, and Inclusion
* Experience championing diversity
* Commitment to understanding equalities issues
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975. A DBS check will be required.
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