Head & Neck Administration Support
The closing date is 02 June 2026.
Provide comprehensive administrative support in Head & Neck. Highly motivated, flexible, multi‑skilled with excellent organisational skills. Excellent working knowledge of Microsoft Office (Word, Excel). Meet deadlines, collate data, maintain standards relating to administrative processes and following UHSussex Patient Access Policy. Work within a team, share work streams where appropriate, and use own initiative for prioritisation. Role also involves covering reception desk, staff sickness/leave, and any other general administrative duties within the department.
Main duties
* Provide a range of administrative tasks across multiple areas.
* Have a flexible approach to workloads, liaising with management to identify areas that need the most support.
* Cross‑cover multiple areas and departments across Head and Neck.
* Create referral line and book appointments on the trust PAS system, ensuring all patient pathways are booked, coded and outcomed correctly, working to UHSussex trust deadlines, including dual bookings and retrospective bookings.
* Use SPINE to update patient information onto Careflow.
* Work from several different inputs (multiple spreadsheets, outcome forms) at the same time to capture all appointments.
* Communicate within a team to ensure tasks are divided, especially when working on the same task to avoid overlap.
* Attention to detail when carrying out repetitive tasks to avoid small errors.
* Maintain appropriate audits for various tasks.
* Greet patients in a friendly calm manner.
* Use Careflow and Openeyes to book patients and cache up clinics ensuring all outcomes are completed.
* Deal with telephone calls in a competent, friendly, helpful, polite manner.
* Resolve problems and deal with all queries with competence.
* Attend departmental meetings as arranged.
* Maintain confidentiality of information about patients, staff and other health service business.
* Scan multiple pages and upload the scans to appropriate systems (Openeyes, Mediviewer).
* Demonstrate flexibility in hours and working across hospital sites as required.
* Strong communication skills with patients and staff to monitor patient flow within clinic.
* Other reasonable duties relating to the smooth running of the department as requested by Head & Neck management team.
* Participate in training and induction of new staff.
* General knowledge of Mediviewer, OpenEyes, Careflow and Panda systems for competent cross cover.
* Gauge workload and escalated appropriate tasks with managers for prioritisation.
Person Specification
Experience
* Administration experience.
* Ability to use initiative and work unaided in a busy/demanding environment.
* GCSE or equivalent in English and maths.
* Working knowledge of the patient access policy and national NHS targets.
Equality, Diversity and Inclusion
* Evidence of taking own development to improve understanding of equalities issues.
* Evidence of championing diversity in previous roles.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a Disclosure to the Disclosure and Barring Service is required to check for any previous criminal convictions.
This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules. Applicants must already have the right to work in the UK to be considered.
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
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