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Employer: University Hospitals Sussex NHS Foundation Trust
Employer type: NHS
Site: Worthing Hospital
Town: Worthing
Salary: £24,625 - £25,674 per annum
Salary period: Yearly
Closing: 04/05/2025 23:59
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, ambition, and 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
We are currently in the process of relocating Elective Colorectal & Lower GI Cancer Surgery and Stoma Reversal Surgery from Royal Sussex County in Brighton to the Worthing site, creating a centre of excellence for Colorectal Cancer Surgery delivered across Worthing and St Richard’s hospitals.
This new post will be key in supporting the delivery of the service.
Taking the lead in providing dedicated administrative support to the Stoma Care Nursing Team. You will maintain effective office procedures and processes. Duties will include online diary management, uploading of weekly activity data, booking of patient’s clinics and outcomes on to the hospital system, formatting and sending out confidential clinical letters, and liaising with patients in a professional manner. You will become an expert user of our patient database and other office databases, and you will also be responsible for departmental ordering, using online procurement and for keeping records of annual leave and study leave. You will assist in planning meetings and produce accurate minutes and use your Microsoft Office skills. You will maintain effective communication across the team, taking phone calls which can sometimes be upsetting and challenging. You will be proactive in dealing with enquiries into the service and be comfortable working independently at times.
Main duties of the job
1. To take the lead in updating the patient database ensuring accurate and timely updates. This will include logging new patients, updating interventions and recording deaths or changes in circumstances.
2. To investigate and correct any discrepancies found on patient database relating to patient information.
3. To support the team in the production of regular audit reports to allow monitoring of departmental activity.
4. To inform dispensing appliance contractors (DAC) of patients discharge requirements.
5. To ensure that clinical activity is booked to Careflow and that patient outcomes are recorded.
6. Obtain, track and return medical notes as needed.
7. To update departmental daily records to ensure all discharges and admissions are logged.
8. To manage and update our staff rostering system on a weekly basis ensuring annual leave, sickness and training are accurately added.
9. Assist with planning and arranging meetings and in the taking of accurate minutes and ensuring timely dissemination.
10. To act as a central liaison and information point for the Stoma Care Nursing Team for internal and external multidisciplinary staff, patients and relatives.
11. To deal with queries in an efficient and courteous manner using judgement and prioritisation skills.
12. To work with colleagues to ensure that relevant information is disseminated effectively and appropriately to staff across the site in a timely manner.
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. To take the lead in updating the patient database ensuring accurate and timely updates. This will include logging new patients, updating interventions and recording deaths or changes in circumstances.
2. To investigate and correct any discrepancies found on patient database relating to patient information.
3. To support the team in the production of regular audit reports to allow monitoring of departmental activity.
4. To inform dispensing appliance contractors (DAC) of patients discharge requirements.
5. To ensure that clinical activity is booked to Careflow and that patient outcomes are recorded.
6. Obtain, track and return medical notes as needed.
7. To update departmental daily records to ensure all discharges and admissions are logged.
8. To manage and update our staff rostering system on a weekly basis ensuring annual leave, sickness and training are accurately added.
9. Assist with planning and arranging meetings and in the taking of accurate minutes and ensuring timely dissemination.
10. To act as a central liaison and information point for the Stoma Care Nursing Team for internal and external multidisciplinary staff, patients and relatives. To deal with queries in an efficient and courteous manner using judgement and prioritisation skills.
11. Ensure information is recorded and messages passed to the relevant team member in a timely fashion, some of which may be sensitive and distressing.
12. To develop and maintain effective working relationships with clinical and administrative staff across the site.
13. To work with colleagues to ensure that relevant information is disseminated effectively and appropriately to staff across the site in a timely manner.
14. Support the running of the departmental Helpline by taking clear and accurate messages and ensure prompt action is taken as necessary.
15. To liaise with and book appointments with Company Representatives.
16. Support in the management of the generic inbox and Helpline and action as needed.
17. Provide administrative support to team members in delivering service development initiatives.
18. Use initiative to identify areas where efficient processes may be introduced.
19. Be supportive of change within the department.
20. To participate in personal objective setting and review including the creation of a personal development plan.
21. Attend appropriate training sessions as requested.
22. To ensure statutory and mandatory training is undertaken within the correct time frame.
23. To liaise with outside agencies with regards to stoma care education and support preparation of such teaching materials as is required.
24. Provide administrative support to the team in delivering audit and research projects.
25. Enhance skills appropriate to the role, promoting self-development.
26. To maintain own personal and professional development attending mandatory study sessions as required.
27. Attention to detail and use ability to prioritise and manage your workload.
28. Manage the team's clinic and online diary.
29. Generate invoices for external education activities.
30. Be responsible for departmental supplies procurement and invoicing as requested.
31. To stock take product and order departmental supplies on a weekly basis.
32. Work following Trust policy for procurement and efficient use of resources.
33. To support the team in identifying and implementing efficiency savings within the Stoma Care Department particularly by stock control management and the use of the I-Procurement system.
34. Operate office equipment including, printers, scanners, and telephones.
35. To ensure that GDPR and trust Information governance policies are complied with.
36. Facilitate data management to support departmental audit and research.
37. Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.
38. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.
Person specification
1. 5 GCSEs or equivalent, including English and Maths
2. Advanced keyboard skills RSA 2 / 3 or equivalent
3. Intermediate IT skills: Microsoft Excel; ability to manipulate spreadsheets and provide reports, AF A A NVQ or HNC in Business Administration Microsoft Word, Email and Internet.
4. NVQ or HNC in Business Administration
Equality, Diversity, and Inclusion
1. Evidence of having championed diversity in previous roles
2. 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 manager's 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
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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