Employer: University Hospitals Sussex NHS Foundation Trust
Job title: Administrative Support – Head & Neck
Salary: £24,937 – £26,598 per annum
Closing date: 02/12/2025 23:59
Job overview
Provide comprehensive administrative support within the Head & Neck department, ensuring high quality service delivery, accurate data handling, and seamless patient pathway management. The role requires excellent organisational skills, proficiency in Microsoft Office, and the ability to work independently and as part of a multidisciplinary team.
Main duties of the job
* Carry out a variety of administrative tasks across multiple areas of the department.
* Adopt a flexible approach to workloads, liaising with management to identify priority support needs.
* Cross-cover multiple areas and departments across Head & Neck as required.
* Create referral lines and book appointments on the trust PAS system, ensuring all patient pathways are booked, coded, and outcomed correctly, meeting UHSussex trust deadlines (including dual and retrospective bookings).
* Use SPINE to update patient information onto Careflow.
* Compile and manage appointments from multiple inputs (spreadsheets, outcome forms, Openeyes worklist) simultaneously.
* Communicate within the team to coordinate tasks and avoid overlap.
* Demonstrate attention to detail in repetitive tasks to minimise errors.
* Maintain appropriate audits for various tasks.
* Greet patients in a friendly, calm manner.
* Use Careflow and Openeyes to book patients and manage clinic outcomes.
* Tackle telephone calls with competence, friendliness and politeness.
* Resolve problems and respond to queries competently.
* Attend departmental meetings as scheduled.
* Maintain confidentiality of patient and staff information.
* Scan documents and upload to the appropriate systems (Openeyes or Mediviewer).
* Show flexibility in hours and cross‑site working to meet service needs.
* Ensure strong communication with patients and staff to monitor patient flow.
* Perform additional duties as requested by Head & Neck management.
* Participate in training and induction of new staff.
* Possess general knowledge of Mediviewer, OpenEyes, Careflow and Panda for competent cross‑cover.
* Assess workload, prioritise tasks and Escalate appropriately with managers.
Person specification
Experience
* Administration experience.
* Ability to use initiative and work unaided in a busy/demanding environment.
* Working knowledge of the patient access policy and national NHS targets.
Equality, Diversity and Inclusion
* Evidence of undertaking own development to improve understanding of equalities issues.
* Evidence of championing diversity in previous roles where appropriate.
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 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 when 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 roles that meet the Visa and Immigration 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.
Further Information
For help with the application process for Nursing vacancies, please email uhsussex.nursingteam@nhs.net.
For help with the application process for Non-Nursing vacancies, please email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties, and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020. A submission for Disclosure to the Disclosure and Barring Service will be required to check for any previous criminal convictions.
Application numbers
This advert has been capped for a limited number of applications; therefore, it 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 this post to prevent you from missing out on applying for this opportunity.
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