Job overview
To work alongside and support the Urology FDS Navigator to manage a full and comprehensive administrative service for the FDS Urology Nurses, Urology Consultants and the Urology teams ensuring all work is prioritised according to the demands of the service.
The post holder will be working as part of a specific project team including Faster Diagnosis Project Manager, Faster Diagnosis Urology Nurses and Pathway Navigator.
The post holder will be responsible for the coordination of the administrative function of the pathway, including and not limited to, arranging investigations, booking appointments, Multi-Disciplinary Team (MDT) discussions, and keeping patients informed at all times.
Duties will include online diary management, booking of patient’s clinics and outcomes on to the hospital system, formatting and sending out confidential clinical letters and liaising with patients in a professional manner. You will become an expert user of our patient database and the staff rostering system and other office databases.
Main duties of the job
1. Receiving referrals, once triaged on ERS and booking patients into correct patient system waiting list i.e. Careflow.
2. Booking telephone/virtual and face to face outpatient appointments. Request follow up appointments with Outpatient booking team. Discharge patients on Careflow and Database.
3. Obtain, track and return medical notes as required.
4. Ability to recognise different types of procedures and their importance and book accordingly in accordance with Department policy and schedule.
5. Dealing with Cancer Pathway referrals as per national and local guidelines, giving instructions and reassurance in sensitive manner.
6. Liaising with GP’s and referring Consultants in regard to their patients both verbally, and via email.
7. Dealing with challenging and stressful situations when contacting patients.
8. Utilise all modern IT tools available to provide the most efficient use of time and most effective service e.g. Cris, Oasis, Ice, Panda, Excel, Outlook, also be proficient in generating and using Trust Departmental databases.
9. Create and maintain a new patient database. Collate information from database regarding all patient referrals, procedures, outcomes and discharges.
10. Provide monthly data from database to CCG’s, Cancer Pathway team, Operational Director, and Cancer Information Manager.
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
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.
To work alongside and support the Urology FDS Navigator to manage a full and comprehensive administrative service for the FDS Urology Nurses, Urology Consultants and the Urology teams ensuring all work is prioritised according to the demands of the service.
The post holder will be working as part of a specific project team including Faster Diagnosis Project Manager, Faster Diagnosis Urology Nurses and Pathway Navigator.
1. Receiving referrals, once triaged on ERS and booking patients into correct patient system waiting list i.e. Careflow.
2. Booking telephone/virtual and face to face outpatient appointments. Request follow up appointments with Outpatient booking team. Discharge patients on Careflow and Database.
3. Obtain, track and return medical notes as required.
4. Ability to recognise different types of procedures and their importance and book accordingly in accordance with Department policy and schedule.
5. Dealing with Cancer Pathway referrals as per national and local guidelines, giving instructions and reassurance in sensitive manner.
6. Liaising with GP’s and referring Consultants in regard to their patients both verbally, and via email.
7. Dealing with challenging and stressful situations when contacting patients.
8. Utilise all modern IT tools available to provide the most efficient use of time and most effective service e.g. Cris, Oasis, Ice, Panda, Excel, Outlook, also be proficient in generating and using Trust Departmental databases
9. Create and maintain a new patient database. Collate information from database regarding all patient referrals, procedures, outcomes and discharges.
10. Provide monthly data from database to CCG’s, Cancer Pathway team, Operational Director, and Cancer Information Manager.
11. Provide assistance to other team members within the service.
12. Using tact diplomacy, reassurance, and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
13. Assist other members of the team in times of absence.
14. To manage and update the staff rostering system ensuring annual leave, sickness and training is accurately recorded.
15. Generating database and collating all data of the Urology Cancer Service for analysis by internal and external parties.
16. Manage diaries and arrange meetings and appointments using appropriate electronic systems.
17. Engage in collaborate problem solving with co-workers and staff and other outside agencies.
18. Ensure that the department runs smoothly and efficiently to meet internal and government targets.
19. Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
20.Supporting and deputising for the Urology FDS Navigator when there is leave/sickness
Communication
1. To work closely with the Urology Project Team and their multidisciplinary team maintaining a high standard of personal behaviour ensuring effective communication.
2. Provide telephone advice and triage where appropriate, providing advice and guidance, seeking support as required from specialist nurses and to document and communicate outcomes.
3. Communicate with patients and their families in a caring and empathetic manner
4. Develop good working relationships between other departments and healthcare professionals within the Urology team and wider trust ensuring collaborative working and good team spirit
5. Demonstrate the ability to reflect on own communication skills and modify behaviour and practice accordingly
Person specification
Essential criteria
Essential criteria
2. 5 GCSEs (A-C) or equivalent, including English and Maths.
3. Demonstrated knowledge and awareness of Booking / Appointment procedures and systems
4. Good level of literacy and numerical skills to read and record patient details and a range of information.
5. Knowledge and awareness of confidentiality issues relating to the Data Protection Act and Computer Misuse Act.
6. Able to interact with tact and diplomacy with patients and staff at all levels
7. Able to communicate complex information where there are barriers to understanding, because of cultural, physical or special educational needs
8. Analytical and Judgemental Able to assess facts to make judgements regarding telephone enquiries from the public or other departments
9. Use own judgement to independently assess enquiries as the first point of contact, considering a range of facts and situations
10. Able to work unsupervised
11. Information and Communication Competent in a range of packages, including MS Word and MS Excel, and willing to learn Technology new packages and advance current skills
Desirable criteria
12. Educated to at least NVQ Level 3 or equivalent level of competency
13. Keyboard skills to RSA Level 3 or equivalent
14. Experience of working in a hospital booking team
15. Experience of working in a hospital environment
16. Working Conditions Long periods of sitting at a computer and using a VDU
17. Able to contribute to team performance, be considerate towards others and flexible to meet the needs of the role
18. Able to exercise discretion to ensure that patient confidentiality is maintained at all times
Equality, Diversity, and Inclusion
Essential criteria
19. Evidence of having championed diversity in previous roles
20. 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