Job overview
We are looking for a proactive and enthusiastic Dietetic Admin Assistant to join our dedicated admin team within dietetics at Worthing Hospital. We are based 5 minutes from the sea and town centre and with excellent transport links to London and Brighton
The successful candidate will be an experienced administrator have excellent communication skills, an eye for detail and pro-active
The successful applicant will contribute to the delivery of an efficient and effective clinical administrative service to support the dietetic teams at Worthing Hospital
Knowledge of NHS systems and processes is valuable for the role.
Please ensure that you discuss with your line manager your application for internal secondment or fixed term contract prior to submission.
Please ensure that you discuss with your line manager your application for internal secondment or fixed term contract prior to submission.
Main duties of the job
To be responsible for provision of dietetic admin and to provide an efficient and reliable service for our Patients.
Ensuring the appropriate booking of dietetic out-patient clinics.
Provide administrative support to the dietitians, including sending letters and patient information, answering telephones and directing appropriately. Ensuring the patient record systems are kept up to date and assisting with collating information. Managing the stock rotation of nutritional supplements. Booking meeting rooms
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.
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.
Main duties and responsibilities
Communication
Answer incoming telephone calls and enquiries into the department, in a professional, friendly, helpful and polite manner
1. Communicate messages to the Dietitians and other colleagues in an accurate and timely manner using message recording systems
2. Check the answer phone regularly and deal with enquiries or write up accurate messages
3. Make telephone calls to other departments, outside agencies and patients, as requested
4. Liaise with patients and families, Carers, Doctors, Nurses, Therapists, colleagues and other administration staff
5. Monitor the departmental e-mail accounts; delegating and escalating messages as appropriate.
6. Ensure systems such as Careflow are up to date to ensure monthly billing can be undertaken
7. Booking of rooms for meetings
8. Responsible for managing stock of nutritional supplements
Service delivery and improvement
9. Organise and manage your time
10. Prioritise workload
11. Arrange and book rooms for meetings.
12. Arrange patient group appointments
13. Be versatile and adaptable to the demands of the team
14. Work without supervision and take the initiative as and when required.
People management anddevelopment
15. Responsible for carrying out duties in line with the Trust’s e-rostering processes, including managing rosters, supporting staff allocation, and contributing to effective budget reconciliation and workforce planning
Patient care delivery
16. Provide comprehensive administration support to the dietetic department
17. Print and send out letters when approved by the Dietitian with enclosures if needed
18. Sort incoming post to the department, date stamp and distribute
19. Be responsible for filing of all patients’ notes, letters and results etc. and the safe storage of medical notes
20. Provide cover for other administration staff during their leave; this may involve being the only administrator in the office at some times.
21. Book clinic appointments for patients using the Careflow system, send out routine appointment letters
22. Add new referrals using the Careflow system
23. Able to use software packages such as Microsoft Word, Powerpoint and Excel and the patient management system – Careflow
24. Assist with gathering and amending performance data
Learning and development
25. Attend mandatory training updates as required.
26. 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.
27. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
28. Identify own learning needs and jointly plan training requirements with your line manager
29. 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.
30. Actively support research and audits within the department – support collection of data and inputting.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person specification
Qualifications/Experience
Essential criteria
31. 5 GCSE's or equivalent
32. Experience administrator with proven track record
33. Experience of dealing with the public on the telephone
Desirable criteria
34. Knowledge of NHS Polices and procedures
35. Booking processes in acute hospital
Skills
Essential criteria
36. Experience of using Microsoft Excel at an advanced level
37. Evidence of strong organisational skills
38. Ability to write own letters to a good standard of English
39. Evidence of good interpersonal skills
40. Experience of using Microsoft Word at an advanced level
Equality, Diversity and Inclusion
Essential criteria
41. Evidence of having championed diversity in previous roles
42. Evidence of having undertaken own development to improve understanding of qualities 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