Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
This is an exciting opportunity to support the Operations Manager, Nursing Managers and Clinical Lead in delivering a high-quality Diabetes and Endocrinology service across both the Royal Sussex County Hospital and Princess Royal Hospital sites.
The role will involve a broad range of responsibilities, including the operational management of clinics, capacity planning and patient flow, ensuring services run efficiently and effectively across both sites. You will work closely with clinical and administrative teams to coordinate activity, optimise clinic utilisation, and support the delivery of timely patient care.
You will play a key role in overseeing and improving administrative processes, ensuring they are well-coordinated and aligned to both governance and performance requirements. This will include supporting waiting list management, clinic scheduling, pathway tracking, and contributing to service improvement initiatives.
This is a varied and fast-paced role, requiring strong organisational, communication and problem-solving skills, with the opportunity to make a real impact on service delivery and patient experience across the Trust.
Main duties of the job
The post holder will support the divisional senior management team through the coordination of performance monitoring, clinical governance reporting, project work, the development of business plans, and with gathering relevant information / production of reports as required.
The post holder will be responsible for presenting complex information to a wide range of colleagues, including the Trust Executive, ensuring the that the information is delivered concisely and clearly and answering questions under pressure.
The post holder will be directly responsible for supporting and co-ordinating others to deliver timely and effective business support in the department for the Division, which will require strong planning, prioritising, administrative and organisational skills. Additionally, the post holder will be responsible for leading, developing and improving the overall management of administrative services for the department and for the day-to-day line management of administration staff, ensuring all statutory and mandatory training requirements and appraisals are maintained.
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
This role is eligible for visa sponsorship under the UK Visas & Immigration (UKVI) Skilled Worker route however sponsorship can only be provided where applicants meet the specific requirements set by UKVI, including the relevant skill and salary thresholds (£25000), and any role-specific criteria.
Working with senior managers to co-ordinate the clinical governance and risk management agenda for the department and directly support the senior leads in the preparation of clinical governance and KPI and performance reviews to Board level standard for the division
· Work with the departmental data teams to produce reports, including those on relevant Key Performance Indicators (KPIs) for dissemination to the commissioning team.
· Co-ordinate effectively to ensure administrative support is available to support the functions of the department, delegating responsibilities as appropriate.
· The post holder will manage processes by using initiative in the absence of senior managers to ensure correspondence is responded to, queries are answered and appointments are arranged, and through dissemination of information and directives as appropriate to other areas of the department to ensure prompt action is taken
· To update and produce Trust policies and service protocols as required pertaining to their areas of responsibility and specialism.
·Act as a divisional representative for Senior Representative of the Day cover.
·Maintain visibility with both administrative and clinical teams at RSCH and PRH sites. This post requires splitting weeks between both sites.
· Manage and co-ordinate all aspects of appointment scheduling. Monitoring that all bookings are made within targets and taking appropriate action if not.
· Manage own projects and workload efficiently whilst dealing effectively and sensitively with interruptions and competing demands on time
· Good communication and interpersonal skills to interact with tact and diplomacy with patients, physicians and staff at all levels.
· Provide and receive information which may be complex, in relation to being able to manage the organisation of clinic lists, ensuring all patients meet the Trust Access requirements ensuring that the needs of patients are met.
· Ability to exercise discretion to ensure that patient confidentiality is maintained, and a professional, respectful hospital environment always exists.
· Ability to maintain composure, efficiency, and a positive customer-service orientated manner, during periods of peak workload, with frequent interruptions, under tight deadlines, and when interacting with patients who are ill, angry or emotionally distressed.
· Ability to engage in collaborative problem solving with co-workers and staff. The post holder must have the ability to function as a "team player", being considerate and flexible, and taking the needs of your peers into consideration.
· Ensure smooth operation of the non-clinical aspects of running the department including liaison with estates and facilities; security; fire policy; risk assessment; CQC preparedness.
· The post holder will provide specialist knowledge, operational expertise and management skills to co-ordinate and manage the overall function of the administration services across our sites, including the maintenance of accurate patient records.
· To maximise the use of staffing resources and to support a smooth operational service. Ensure staff are deployed to maintain business continuity at all times, ensure robust management of annual leave and management of sickness to deploy resources, and plan ahead to mitigate risks.
· Organise and prioritise assignments to complete work in a timely and efficient manner, particularly when there are changes in workload or assignments.
· Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
· Good written and oral communication skills Use written and oral communication skills to provide information, explanations, and instructions clearly and concisely to, and elicit information from others with varying levels of ability to understand.
· To implement Standard Operating Procedures (SOPs) to ensure that processes regarding the registration of patients on presentation capture all required patient details accurately and completely
· Problem-solving skills. Independently assess a range of facts or situations that requires analysis and identify the resources.
· Create, analyse, and compare viable solutions and take the action necessary to implement them, following through to ensure the problem is resolved to the satisfaction of all parties.
· A high level of motivation and initiative, seeking assistance from others where appropriate.
· Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality patient care services.
· Establish working knowledge of procedures and practices, some of which are non-routine, including medical records systems, medical terminology, appointment and admission scheduling, department policies and in particular the Trust’s Patient Access policy.
· Efficiently use computer-based systems to enter pertinent patient information, organise admissions and appointments, and maintain clinical database. High standard of computer proficiency is needed to use all aspects of Microsoft Office applications.
· Accurately update and create spreadsheets regarding patient waiting list times and communicate and respond to a large volume of e-mail enquiries from other employees throughout the trust, dealing with all enquiries in a tactful and diplomatic manner.
· An efficient and methodical approach to the maintenance of waiting lists, statistics and admission diaries is essential.
· Must be able to, on an as needed basis, to adhere to flexible hours given reasonable notice.
Person specification
Experience/Skills
Essential criteria
1. Educated to degree level or equivalent experience
2. People Management Experience
3. Knowledge of Patient Access Policy and RTT / Cancer Targets
4. Service Improvement Experience
5. Exceptional communication and interpersonal skills
6. Able to present complex information clearly to colleagues of all levels
7. Excellent computer skills including Microsoft Word and Excel
Desirable criteria
8. Healthcare leadership qualification
Equality Diversity & Inclusion
Essential criteria
9. Evidence of having undertaken own development to improve understanding of equalities issues
10. 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