About this role
Job summary
To provide a range of comprehensive administrative support in Head & Neck. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes and following UHSussex Patient Access Policy. They will need to be able to work within a team effectively and share work streams, where appropriate. But will need to use own initiative when prioritising workload. Role will also involve covering reception desk and staff sickness/leave and any other general administrative duties within the department.
Main duties of the job
To 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.
To be able to 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. This will include dual bookings and retrospective bookings.
Use SPINE to update patient information onto Careflow
Work from several different inputs (multiple spreadsheets - excel, outcome forms) alongside each other to capture all appointments
About us
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 abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.Candidate Pack
Please note that if you currently work for another NHS Trust or UHSussex and you are applying to accept this position as a secondment opportunity, before applying you must seek agreement and authorisation from your current Trust/Manager. Secondments can't be agreed without this approval. If you are unable to gain approval you should refrain from applying unless you wish to take this role as a fixed term position.
Job description Job responsibilities
To 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.
To be able to 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. This will include duel bookings and retrospective bookings.
Use SPINE to update patient information onto Careflow
Work from several different inputs (multiple spreadsheets - excel, outcome forms) alongside each other to capture all appointments
Communicating within a team to ensure tasks are divided especially when working through 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 in patients.
Cache up clinics effectively ensuring all outcomes are completed.
Deal with telephone calls in a competent, friendly, helpful, and 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.
Scanning multiple pages of documents in various volumes and uploading the scans to the appropriate systems, Openeyes and/or Mediviewer as required.
Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.
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 the training and induction of new staff.
General knowledge of Mediviewer, OpenEyes, Careflow and Panda systems for competent cross cover.
Ability to gauge workload and have the ability to escalate with managers which tasks are appropriate to prioritise over others.
Please note: This role does not meet theminimum 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.
Person Specification
Experience Essential
Administration Experience Ability to use initiative and work unaided in a busy / demanding environment GCSE or equivalent in English and maths
Desirable
NHS administration experience Working knowledge of the patient access policy and national NHS targets
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 Employer name University Hospitals Sussex NHS Foundation Trust (279)
Address Royal Sussex County Hospital
Eastern Road
Brighton
BN2 5BF
United Kingdom
Employer's website https://www.uhsussex.nhs.uk/ (Opens in a new tab)