Employer 279 University Hospitals Sussex NHS Foundation Trust
Employer type: NHS
Site: Sussex Eye Hospital
Town: Brighton
Salary: £12.31 per hour
Salary period: Hourly
Closing: 08/04/2025 23:59
Bank Head & Neck Admin Assistant
Band 3
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First. In fact, our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
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.
Job overview
To help within the Head & Neck directorate booking appointments, prepping notes and any administrative duties, as required in Head & Neck.
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.
* If home working is agreed, you should be fit / willing / able to attend on-site working at any point should the service / demand require it.
* If home working is agreed, have daily check-ins with line manager. Notify line management of time of log-in / log-off.
* If home working is agreed, be able to attend on-site working a minimum of once a week.
* Be active in enhancing own personal knowledge and self-development.
* Attend mandatory and statutory training as required.
* Attend relevant education, training and study days as required.
* Work closely with the other Admin Support Administrators to ensure efficient delivery of services.
* Perform high level administrative duties for Head & Neck determined by line management.
* Participate in the training and induction of new staff.
* The ability to work across sites should the service need it.
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, 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 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 - 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
* 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.
* If home working is agreed, you should be fit / willing / able to attend on-site working at any point should the service / demand require it.
* If home working is agreed, have daily check-ins with line manager. Notify line management of time of log-in / log-off.
* If home working is agreed, be able to attend on-site working a minimum of once a week.
* Be active in enhancing own personal knowledge and self-development.
* Attend mandatory and statutory training as required.
* Attend relevant education, training and study days as required.
* Work closely with the other Admin Support Administrators to ensure efficient delivery of services.
* Perform high level administrative duties for Head & Neck determined by line management.
* Participate in the training and induction of new staff.
* The ability to work across sites should the service need it.
* To be able to speak to patients via telephone and relay confidential and sometimes sensitive appointment details.
* To book patients onto the PAS computer system and check current patient identifiable details for accuracy.
* To be able to speak to patient via the telephone and cancel their appointments sometimes at short notice.
* Be able to adjust patient details as required, in line with Trust policies, Data Quality and Information Governance.
* Understand the outpatient waiting list and be able to book patients in turn of clinical priority and longest waiters.
* To be able to identify patients with Alerts / Special Requirements on the PAS system when booking patients, arrange any additional support / requirements for the appointments if needed.
* Be able to access our Referral Management System (RMS), Electronic Referral System (ERS) and Dental Electronic Referral System (DERS) to access patient referrals.
* Ensure accurate appointment notes on PAS are left to allow a clear audit of events.
* To be able to request and arrange medical records for short notice appointments.
* Be able to liaise with Management, Patient Access Managers and The Outpatient Booking Hub when helping to fill clinics.
* The ability to relay comprehensive and detailed appointment instructions to patients.
* Understand the Patient Access Policy.
* Understand RTT / Non-RTT pathways, rules, and procedures.
* The ability to correctly manage patients that did not attend (DNA) their appointments.
* To be able to greet patients and staff in an efficient, friendly, and courteous manner.
* To book patients onto the PAS computer system and check current details for accuracy.
* Be able to adjust patient details as required, in line with Trust policy, Data Quality and Information Governance.
* Liaise with the appropriate Consultants, secretary or booking team if unable to book a follow-up appointment.
* To coordinate patient flow through the various stages of the clinic.
* To identify high levels of DNAs in clinic and report it to management.
* Record upon arrival and resolve any hospital transport patient issues.
* Track medical notes into the department using the patient tracking system. Ensure there are no case notes missing. Organise received notes into order for clinics.
* Ensure medical notes are prepped and ready prior to the start of the clinic.
* Ensure clinic pick lists are provided to medical teams in clinic.
* Notify outpatient nursing staff in advance of any problems, whilst still seeking to rectify them.
* Deal with telephone calls in a competent, friendly, helpful, and polite manner.
* Resolve problems and deal with all queries at the reception desk with competence.
* Attend departmental meetings as arranged.
* Participate in the training and induction of new staff.
* Maintain confidentiality of information about patients, staff and other health service business.
* Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.
* Other reasonable duties relating to the smooth running of the departments within access.
Person specification
Skills
* Communication
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles (as appropriate to)
* Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
Please note, the use of AI generated applications will be closely monitored. It is at the managers discretion to reject your application if they feel the majority has been created through the use of AI tools.
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.
Further Information
For help with the application process for Nursing vacancies, please email uhsussex.nursingteam@nhs.net.
For help with the application process for Non-Nursing vacancies, please email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation badges
You must have appropriate UK professional registration.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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