Job Summary
We are looking for an organised individual with strong attention to detail to join our friendly and supportive team.
The post holder will provide comprehensive administrative support to the Outpatient Physiotherapy Team and wider therapy services. This includes facilitating the transition to the Electronic Document Management System (EDMS) through the organisation, scanning, and uploading of patient records onto MediViewer and destruction of paper.
The role involves maintaining accurate tracking systems for paper record locations, transfer progress, and medico‑legal requests. The post holder will assist with the organisation and retrieval of records, ensuring accessibility and compliance with information governance standards.
Effective communication and collaboration with patients, colleagues and external stakeholders are essential to support the smooth operation of the service.
Main duties of the job
Communicate patient information across professions and to external bodies in a secure manner ensuring confidentiality is respected at all times.
Post correspondence to other health care professionals as necessary.
Liaise with other hospital departments including legal team, information governance in a friendly, professional, and courteous manner.
To ensure tracking systems for patient notes are completed.
Record Medico‑legal requests in relevant databases and spreadsheets.
Meet requests for information with dictated deadlines.
To organise, scan and upload notes onto MediViewer in line with the agreed Trust processes.
To organise the physical storage of paper notes and be able to locate notes as required.
To dispose of notes in line with Trust policies.
About us
At UHSussex (UHSx), diversity is our strength, and 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.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job details
Date posted: 18 November 2025
Pay scheme: Agenda for change
Band: Band 3
Salary: £12.75 an hour
Contract: Bank
Working pattern: Part‑time
Reference number: 279-7573891-NOV25
Job locations: Princess Royal Hospital, Lewes Road, Hayward's Heath, RH16 4EX
Job description & 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.
Communication
1. Maintain good communication with the Physiotherapy team and all other staff in the work environment.
2. Answer all enquiries on the telephone comprehensively, being aware of who to consult according to the needs of the caller.
3. Deal with general enquiries in a professional, appropriate, and sensitive manner, as efficiently as possible, either in person, over the telephone or via email from staff, patients, and the general public, and deciding when to escape as appropriate.
4. Communicate information in an easy‑to‑understand form to patients, carers, and others in a tactful and sensitive manner, persuading and influencing where necessary.
5. Communicate with the team in a timely and effective manner and ensure that duties are conducted as requested.
6. Communicate patient information across professions and to external bodies in a secure manner ensuring confidentiality is respected at all times.
7. Post correspondence to other health care professionals as necessary.
8. Liaise with other hospital departments including legal team, information governance in a friendly, professional, and courteous manner.
Service Delivery and Improvement
1. To be aware of and follow trust policies.
2. Provide comments and feedback on proposals for change of policies and procedures.
3. Assist in maintaining and updating departmental procedures.
4. To highlight concerns regarding the service, to the appropriate person, offering suggestions where possible.
5. To ensure tracking systems for patient notes are completed.
6. Record Medico‑legal requests in relevant databases and spreadsheets.
7. Meet requests for information with dictated deadlines.
8. To organise, scan and upload notes onto Mediviewer in line with the agreed Trust processes.
9. To organise the physical storage of paper notes and be able to locate notes as required.
10. To dispose of notes in line with Trust policies.
People Management and Development
1. Work as part of the team to provide a high‑quality service.
2. Instruct and support new team members about the administration within the department.
3. Participate in training programmes and attend staff meetings.
Patient Care Delivery
1. Deal with general enquiries in person, either face to face, over the telephone or via email from staff, patients, and the general public.
2. Undertake any duties that may be deemed necessary to support the physiotherapy or other therapy services.
Learning and Development
Attend mandatory training updates as required.
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.
Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
Identify own learning needs and jointly plan training requirements with your line manager.
Person Specification
All Experience / skills and people management Essential
* Previous experience in an admin role
* Experience of working within a team
* Good organisation skills
* Attention to detail
Desirable
* 5 GCSE's or equivalent A‑D inc Maths and English or level 1 functional skills.
* NVQ level 2 or equivalent in relevant areas such as business and admin
* Experience of using Word and Excel
Equality, Diversity and Inclusion
Essential
* Evidence of having undertaken own development to improve understanding of equalities issues
* Evidence of having championed diversity in previous roles (as appropriate to role).
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
University Hospitals Sussex NHS Foundation Trust (279)
Princess Royal Hospital
Lewes Road
Hayward's Heath
RH16 4EX
Employer's website: https://www.uhsussex.nhs.uk/
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