Job overview
We have a great opportunity working in our paediatric department. We are looking for a responsible and enthusiastic individual to join our team of Administrators.
This role will provide a comprehensive and efficient administrative support to the paediatric Department, ensuring all work is prioritised according to the demands of the service.
Managing own workload and acting on an independent basis as required by department.
Main duties of the job
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and the medical staff. To provide operational support for the care of children with epilepsy from diagnosis until transferring into adult care. The post holder will be required to support all administrative aspects of the patient pathway.
This role will provide essential administration and validation services to the Epilepsy Team, contributing to the overall efficient and effective running of the Service. The post holder will provide administrative support to medical and nursing team for MDT meetings, ensuring patients are managed in accordance with the NICE guidelines.
This role will also provide quality assurance, quality improvement and NHS expertise by actively participating in administrative support towards audit requirements of Epilepsy 12.
To undertake admin and clerical duties relevant to the Service commensurate with Band 3 levels of responsibility including audio typing of clinic letters.
To work without supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation for the service. Maintain personal and professional development to meet changing demands of the job and participate in a appropriate training activities.
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
·The post holder will work as part of a multidisciplinary team under the direction of the Clinical Lead for Paediatrics Epilepsy and Care Group Support Manager, providing administrative support towards proactive management of duties associated with Paediatric Epilepsy.
·Liaise with paediatric epilepsy network administration colleagues to ensure the department is working collaboratively and within National Guidelines, to benchmark the service the Trust provides against local and national services.
·Organise and update paperwork for programmes and services. Liaising with the adult administration team to support transition plans and clinics.
·Dissemination of information sending correspondence to GPs and caseload, manage a variety of communication methods, e.g telephone, letter, email etc.
·Care plans- scanning, saving to folder and evolve, emailing to special school nurse, email or send to parent/carer, email to respite.
·Chase prescriptions where medication change form or letters have previously been sent.
·Maintain patient demographics and record new patients to caseload updating multiple platforms (e.g. nhs.net, PAS, data sets, nursing notes etc.)
·Support services, templates and capacity, booking sessions on the Trust PAS system. Requesting new clinic codes appropriate for purpose for the PAS system. Cancelling and rebooking clinics.
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
Person specification
Skills
Essential criteria
1. Excellent communication skills (both verbal and written)
Desirable criteria
2. Previous NHS experience in an acute setting
Skills
Essential criteria
3. Proven organisational skills to multitask, prioritise workload and to work to deadlines.
Specific Requirements
Essential criteria
4. Excellent knowledge of MS Office including Word, Outlook, Diary Management
Equality, Diversity, and Inclusion
Essential criteria
5. Evidence of having championed diversity in previous roles (as appropriate to role
6. Evidence of having undertaken own development to improve understanding of equalities 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