Job overview
The role includes maintaining data systems and records accurately; effectively dealing with queries from patients or homecare supplier; generating orders and processing through the pharmacy computer system, checking invoices for accuracy and providing assistance with patient registration onto the scheme. This post holder will be required to work autonomously with minimal supervision and as part of a team with clinical staff to deliver the highest standards of administrative homecare support possible for patients and staff.
Main duties of the job
The Homecare admin plays a vital role in supporting the safe, efficient delivery of homecare medicines across University Hospitals Sussex NHS Foundation Trust. Working with patients, pharmacy teams, homecare providers, and clinical staff, the post holder coordinates medicine supply, processes prescriptions and invoices via the CMM system, and ensures accurate record-keeping. They act as the first point of contact for patient queries, helping resolve delivery issues and escalating concerns appropriately. The role involves patient-facing communication, registration support, data reporting, and maintaining compliance with SOPs and confidentiality standards. The post holder participates in rota-based working (including weekends/bank holidays), contributes to service improvement, and supports the training of new staff. This position requires strong IT skills, attention to detail, and a commitment to professionalism, teamwork, and high-quality patient care.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - 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 & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
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.
1. Process prescriptions through the JAC pharmacy system in a timely manner, on an as required basis.
2. Record workload / activity statistics including order volumes, the number of patient’s recruited homecare and number of patients who have discontinued on a monthly basis.
3. Set up, maintain, and update electronic systems.
4. Assist other healthcare professionals in registering suitable patients onto the service, explaining the service and obtaining consent. Ability to provide and receive information that is complex, confidential, sensitive and contentious in nature. Ability to engage in collaborative problem solving where necessary. Must function as a team player and exercise discretion to ensure patient confidentiality is maintained. Ability to proof-check documents and communicate effectively to ensure errors are corrected in a timely manner.
5. Ensure home delivery status is kept up to date on the database and all activity relating to patient is recorded or amended.Liaise with relevant personnel to answer queries about patient’s details Support the auditing of the service by accurate data collection.
Answer the phone and take relevant requests / messages. Be able to solve complex queries within self-limitations or hand over to senior staff when appropriate.
Receive invoices, check for accuracy, and maintain records of invoices processed. Use problem solving abilities to correct errors when appropriate
Analyse supplier statements received monthly and investigate and resolve discrepancies.
Person specification
Shortlising
Essential criteria
6. GCSE (or equivalent) in English and Maths at grade C/4 or above
7. Experience working in an administrative role using electronic systems and handling confidential information
8. Experience handling telephone/email queries with patients or external agencies
9. Proficient in using Microsoft Office (Word, Excel, Outlook) or relevant databases
10. Written Communication Skills
Desirable criteria
11. Experience in a healthcare or pharmacy setting (e.g., using CMM / WellSky / working with SOPs)
Equality, Diversity and Inclusion
Essential criteria
12. Evidence of having undertaken own development to improve understanding of equalities issues
13. Evidence of having championed diversity in previous roles (as appropriate to role)
Interview
Essential criteria
14. Demonstrates effective verbal communication skills and professionalism when responding to patient or carer queries, including the ability to manage sensitive or confidential information tactfully.
15. Proven experience working independently and within a team, showing initiative, attention to detail, and the ability to prioritise workload under pressure.
16. Demonstrates a sound understanding of equality, diversity and inclusion, with evidence of commitment to inclusive team values.
17. Experience managing or supporting telephone/email queries from patients or external agencies in a healthcare, pharmacy or customer service setting.
Desirable criteria
18. Experience using pharmacy systems (e.g., WellSky / JAC / CMM) to process prescriptions or handle medication records.
19. Demonstrates initiative in identifying and escalating issues or contributing to service improvement projects.
20. Willingness and ability to support training of new staff and share knowledge with peers.
21. Evidence of proactively undertaking personal development or IT skills training (e.g., ECDL or in-house training).
22. Prior administrative experience in a healthcare or pharmacy setting, including maintaining accurate records and working to SOPs.
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