Main area: Stoma therapy
Grade: Band 3
Contract: Permanent
Hours: Part time - 16 hours per week (Monday - Friday)
Job ref: 279-6807885-MAR25
Employer: 279 University Hospitals Sussex NHS Foundation Trust
Employer type: NHS
Site: Chichester
Salary: £24,625 - £25,674 per annum
Salary period: Yearly
Closing: 30/04/2025 23:59
Stoma Care Team Administrator
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
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 onto 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, 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 inquiries 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.
Person specification
* Numeracy and literacy
* Clerical experience
* Experience dealing with people, in person or on the telephone
* Experience of working in an office
* Demonstrates an understanding of the role
* Knowledge of medical terminology
* Previous experience of working in the NHS
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles
* 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 Immigration 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.
Name: Clare Mustchin
Job title: Surgical Matron
Email address: clare.mustchin@nhs.net
Telephone number: 07919548063
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