Job overview
The post is based within the Cardiac Diagnostics administration team at the Royal Sussex County Hospital. We are seeking a highly organised, enthusiastic and hardworking individual to work within the extremely busy team. The successful candidate will be responsible for the booking of all cardiac investigations at the Royal Sussex County Hospital and Princess Royal Hospital. You should be articulate, have good written and spoken English, excellent computer/keyboard skills, good communication skills and be able to relate to people of all ages in a confident and caring manner.
This post would particularly suit a candidate currently employed as an administrative assistant in an NHS environment and is seeking to expand their role.
Experience within a NHS environment is highly desirable although not essential as training will be given.
This post is part time 30 hours per week. The hours are flexible but requires some level of cover on Wednesdays, Thursdays and Fridays. Reduced hours over 5 days or long days/ different hours can be considered.
Main duties of the job
The post holder will be responsible for providing complete administrative and clerical support for all outpatients within the Cardiac Diagnostics Department (Cardiac Physiology). This includes adhering to the Patient Access Policy and waiting time targets. The role includes patient registration, booking of appointments and answering telephone queries. The post holder will be required to work as part of a multidisciplinary team to deliver the highest standards of administrative support possible for all patients and staff.
Working for our organisation
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.
Candidate Pack
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.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
Communication
·Utilise all modern IT tools available to provide the most efficient use of time and the most effective service.
·Telephone patients, producing letters and liasing with the multidisciplinary team regarding the booking of patients.
·Responsible for the booking of patients requiring diagnostic tests. Communicate with patients regarding appointment details. This may involve the booking of multiple appointments for one patient and having a good understanding of the length and complexity of diagnostic tests.
·To deal with large volumes of day to day enquires from patients and trust staff in a polite and professional manner.
·To deal with large volumes of emails to the shared inbox in a timely and professional manner.
Service delivery and improvement
·Compile and update patient’s personal details on CareFlow (PAS) and amend their files accordingly. Register new patients as required.
·Take active involvement in the waiting lists and patient tracking lists to ensure all diagnostic targets are met and to understand fully the referral to treatment time pathway.
·Arrange and book appointments co-ordinating tests and outpatient appointment to ensure results available. Ensure all patients receive appropriate appointment letters. Also to ensure all patients receive appropriate documentation related to their appointment.
·Adding patients to multiple waiting lists in a timely manner, ensuring all Trust protocols for waiting list management are adhered to.
·Keep abreast of booking template changes and actively use templates to check work and activity.
·To access CareFlow (PAS) and input and collect information when required.
·To collate weekly and monthly data for visualisation of targets when required.
·To undertake other duties assigned by the Principal Cardiac Physiologist as appropriate.
To actively participate in huddles, raising issues when necessary.People management and development
·Responsible for carrying out duties in line with the Trust’s e-rostering processes, including supporting staff allocation, and contributing to effective budget reconciliation and workforce planning
Patient care delivery
·Understanding / adherence of Patient Access Policy to maximise patient attendance.
Learning and development
·Attend mandatory training updates as required.
·Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
·Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
·Identify own learning needs and jointly plan training requirements with your line manager
·Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
·To comply with the Trust’s Health and Safety policy.
·To adhere to the Trust’s Health, Wellbeing and Attendance Policy.
Person specification
Experience/ Qualifications
Essential criteria
1. 4 GCSE’s or equivalent grades 4-9 (A-C) including English and Maths or educated to NVQ level 3 or equivalent.
2. Substantial administrative knowledge and experience
Desirable criteria
3. Experience working in an NHS environment
Skills
Essential criteria
4. Excellent working knowledge of administrative and secretarial practice.
5. Working knowledge of NHS organisations.
6. Good organisational skills and the ability to work as part of a team and independently.
7. The ability to prioritise own workload.
8. Ability to work in a flexible manner.
9. Time management skills.
10. Excellent computer skills with knowledge of M365
11. Excellent keyboard skills
Desirable criteria
12. Patient Administrative System (CareFlow) experience
Equality, Diversity and Inclusion
Essential criteria
13. Evidence of having undertaken own development to improve understanding of equalities issues
14. Evidence of having championed diversity in previous roles (as appropriate to role)
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