Job overview
An exciting opportunity has arisen to join the management team and help shape the future direction of travel for the Neurology, Stroke and Rehabilitation Directorate.
The role is multifaceted with the primary responsibility being the leading of our administrative service across the 2 sites (Worthing and St Richards). This will include managing of out band 4 Speciality coordinators, overseeing outpatient clinics within the directorate and supporting the waiting list management including RTT.
The role can be based at either Worthing or St Richards Hospital, but the successful candidate will be expected to be visible on both sites.
Main duties of the job
To manage the Directorate admin teams at Worthing, Southlands and St Ricards Hospitals and our processes, to develop and deliver a full and comprehensive administrative service to our patients and our clinical/non-clinical teams. To act as first point of contact for the admin teams and our service users. To manage the workload of the admin teams to ensure the effective and efficient operation of the administrative service. To support the Directorate Management Team with the delivery of our outpatient services in line with performance targets.
The Directorate provides service across all the Trust sites, this role is focused on the Worthing, Southlands and St Richards operational work whilst supporting the wider Trust work of the Directorate.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. 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 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and 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 and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
1. Direct Line Management of our Band 4 Specialty Co-ordinators and to oversee their direct line management of our Band 3 and 2 Admin support staff (managing this where required and any bank admin staff). To include management of leave approval, rosters and all HR processes, acting as their first port of call.
2. Manage and support the Directorate Administration processes.
3. Manage the admin recruitment process from advertising to shortlisting, interviewing and appointing alongside the Operational Manager.
4. Actively support the Directorate Patient Access Manager and Operational Managers in carrying out the Directorate’s waiting list validation to support delivery of the Trusts key performance targets.
5. Actively support the Patient Access Manager and admin teams in reviewing Directorate’s outpatient waiting lists, clinics and capacity to ensure patients are booked in turn, clinics utilised and any capacity issues highlighted.
6. Liaising with multi-disciplinary teams in the resolution of PALS concerns.
7. Support the Directorate Management team in organising and supporting Directorate Board meetings where required
8. Ordering of non-clinical supplies for the Directorate teams based at Worthing and St Richards hospitals
9. Attend Divisional and Directorate meetings as required
10. Deputise for the Directorate Patient Access Manager when required
Communication
11. Develop and promote excellent working relationship and team building skills within the Division and Directorate.
12. To act as the first point of contact to our Directorate admin teams and all our MDT admin service users, communicating punctually and effectively.
13. To provide close support for admin team members where required.
14. Actively support the Operational Manager in efficiently escalating and responding to all MDT Teams, actioning frequent requests with varying levels of complexity.
15. Directly liaise with Outpatient Booking Teams to ensure clinic utilisation.
16. To promote cross cover within the Directorate admin teams and manage cover arrangements in the absence of admin team members, ensuring information escalated where appropriate.
17. To act in accordance with Trust values and behaviours at all times.
18. Organise and lead regular team meetings and huddles.
19. Highlight directly to the Operational Manager any concerns regarding performance/delivery of the admin team/service.
Service Delivery and Improvement
20. Prepare reports, analysing statistics i.e. weekly clinic utilisation, KPIs and RTT, highlighting any issues.
21. Support the Operational Manager in all aspects of the Directorate’s admin service, risk management and governance activities.
22. Advanced IT skills to be able to work autonomously and train admin team members on Trust IT systems.
23. Support the delivery of performance targets analysing and producing reports from various complexed reporting systems.
24. Manage and prioritise own workload and admin team workload, working autonomously to given timescales/targets.
25. To have a detailed working knowledge of roles within the Directorate carried out by the admin teams, ensuring continuity of service during staff absence.
26. Ensure all correspondence within the admin team is typed, signed off and presented within reasonable time frames, monitoring volumes.
27. Manage rostering system, arranging regular 1-2-1’s and Appraisals, ensuring staff mandatory training kept up to date, with any training needs identified/completed through PDP.
28. Oversee and review admin teams electronic filing systems.
29. Provide a flexible workforce and arrange for maximum admin team cross-cover covering leave periods.
30. Share best practice and processes as updated.
31. Undertake specific tasks/projects as requested by the Directorate General Manager or Operational Manager.
32. Develop and update standard operating procedures (SOPs) for the admin teams.
33. Actively involved in process mapping contributing towards service improvement.
34. Propose change to practice and procedures for own and admin team areas, following and implementing guidelines/policies.
35. Manage and maintain database and information systems, including inputting, collating and reporting on various complexed data. i.e. clinic utilisation, PTL’s and RTT.
36. Collate reports for Directorate where required.
37. Audit and evaluate own and admin data output to ensure quality, accuracy and consistency.
38. Manage and maintain database and information systems, including inputting, collating and reporting on various complexed data. i.e. clinic utilisation, PTL’s and RTT.
39. Collate reports for Directorate where required.
40. Audit and evaluate own and admin data output to ensure quality, accuracy and consistency.
41. Manage and monitor stationery levels and admin team equipment ordering/receiving, supporting the delivery of financial balance through best practice, resourcefulness and adhering to budgets set.
42. Manage specific tasks/projects that contribute to service improvements aimed to deliver ‘Patient First’ care.
People Management and Development
43. Direct Line Management of our Band 4 Specialty Co-ordinators and to oversee their direct line management of our Band 3 and 2 Admin support staff (managing this where required and any bank admin staff). To include management of leave approval, rosters and all HR processes, mitigating any issues/risk promptly.
44. Manage the admin recruitment process from advertising to shortlisting, interviewing and appointing.
45. Manage admin team personal files, workload and staffing levels, including inducting and training of current and new admin team members.
46. To complete workplace risk assessments.
47. Management of admin team appraisals, performance, PDP objective setting/monitoring and 1-2-1’s.
48. Attend any continued development training to fulfil role and ensure mandatory training compliance of all admin staff in line with contracts.
49. Support the Operational Manager with the development of an efficient and effective administration service and team, reviewing workforce planning and modernisation in line with current and future service demands.
50. Promote staff engagement and satisfaction of an enabling culture that empowers and supports the Directorate to flourish and succeed.
51. Manage change processes that lead to improved staff health and wellbeing.
52. Manage staffing levels and workloads, recommending any adjustments to the Directorate General Manager.
53. Provide appropriate support and advice to team members in line with Trust policies and procedures.
54. Manage the admin recruitment process and staffing levels (incl. bank and overtime), adhering to the establishment and administration budget as directed by Operational Manager
Patient Care Delivery
55. Take prompt and professional action in liaising and responding to patient concerns, being proactive to minimise the risk of them escalating to formal complaints, seeking advice from Operational Manager where necessary.
56. Maintain confidentiality in all sensitive aspects of the role.
57. Monitor both urgent and routine patient wait times.
58. Manage specific tasks/projects that contribute to service improvements aimed to deliver ‘patient first’ care.
Learning and Development
59. Attend mandatory training updates as required.
60. 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.
61. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
62. Identify own learning needs and jointly plan training requirements with your line manager
63. 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.
Person specification
Skills
Essential criteria
64. Innovative, with strong service focused approach, excellent communication, interpersonal, skills.
65. Commitment and passion for customer focused service with the ability to embed such an ethos at all levels of the Directorate
66. Strong prioritisation skills with the ability to manage competing demands.
67. Demonstrate attitudes and behaviours in support of the Trust’s vision “We Care”.
Qualifications
Essential criteria
68. 5 GCSE A-C grades (or equivalent) including English & Maths
69. •Advanced/Higher Level/Vocational or Business and Administration qualification or equivalent experience
Desirable criteria
70. Certificate in leadership or management.
71. Understanding of the provision and delivery of health care services.
72. Mentorship training and Lean management system knowledge.
People Management
Essential criteria
73. Ability to develop, build and maintain supportive and positive relationships within the team.
Equality, Diversity, and Inclusion
Essential criteria
74. Evidence of having championed diversity in previous roles
75. •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