Job summary
- Main area
- IBD
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 279-7397660-SEP25
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Worthing
- Town
- Worthing
- Salary
- £24,937 - £26,598 per annum, pro rata
- Salary period
- Yearly
- Closing
- 02/10/2025 23:59
Employer heading
Inflammatory Bowel Disease Support Secretary
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.
As part of our commitment to access for all, please see the different ways you can access the application form:
https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
Supporting Inflammatory Bowel Disease Nurse Specialists primarily with admin from clinic dictations and patient helpline for Worthing.
Main duties of the job
· Supporting Inflammatory Bowel Disease Nurse Specialists primarily with admin from clinic dictations and patient helpline for Worthing and St Richards Hospitals.
· Managing Direct Access Infusion waiting list and bookings.
· Ensuring patient details are accurate and up to date.
· General Administration, message taking and enquires are processes in a reasonable time frame.
· Liaising and communicating with a wide variety of health care professionals and admin support.
· Ensuring validating comments are up to date and tracking patients on the RTT pathways.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & 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/
Detailed job description and main responsibilities
· Answer the telephone and email queries in a timely and courteous manner, ensuring queries are responded to efficiently.
· Respond to initial patient queries on Inflammatory Bowel Disease telephone helpline with empathy and professionalism.
· To handle difficult situations in a calm and professional manner
· Liaising with clinicians, specialist nurses and other members of the administration teams to ensure patient care is delivered to the highest standard.
· To coordinate and liaise with other team members to ensure that cover arrangements for annual leave and sickness is facilitated by working as a team.
· Escalating potential breach patients to senior management, according to Trust guidelines and policy.
Service Delivery and Improvement
· To manage and prioritise own workload and be able to work independently.
· Monitor pathology, laboratory and x-ray reports through ICE and present to clinicians and nursing staff.
· Ensure clinics are fully utilised and booking appointments in the appropriate slots/template.
· Escalate any departmental concerns or operational issues that prevent service delivery to the line manager.
· To support service’s strategic development with IBD Standards accreditation.
People Management and Development
· Attend appropriate training to fulfil role.
· Meeting contractual obligations to comply with mandatory training.
· Manage and prioritise own workload and be able to work independently
· To participate in the promotion of a positive learning environment and to act as a role model at all times.
Patient Care Delivery
· Dealing with enquiries and issues escalated to them in an efficient, polite and courteous manner, providing a caring, compassionate, helpful and understanding service to patients, staff and the general public, in line with Trust Values.
· Ensure patient results for the attention of Clinicians and specialist nurses are processed in a timely and efficient manner.
· Maintain confidentiality in all aspects of the role including claims and complaints.
· Ensure that patient contact details are correct on referrals and contact GP surgeries when necessary to obtain more up to date or additional details.
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.
Person specification
Communication Skills
Essential criteria
- • Good general education including numeracy and literacy skills • GCSE in English or NVQ level 3 in administration.
- • Excellent telephone manor • To have worked or experience in an Admin based role • To have worked within the Health Care organisation • IT and systems/database knowledge
- • Able to prioritise workload • Problem solving skills. • Ability to work alone on methodical tasks whilst maintaining a level of detail and concentration
- • The ability to manage waiting lists, exercising skills in prioritising against waiting list targets & requirements. • The ability to talk to members of staff at all levels. Good organisational and planning skills. • Time management skills and ability to organise and prioritise own workload to meet deadlines.
Desirable criteria
- Previous NHS administration experience – booking appointment via Care Flow
- A basic Knowledge / understanding of patient pathways NHS/Medical terminology
- Knowledge of NHS computer software and systems Ability to create Excel spread sheets
- Previous NHS experience
Equality, Diversity and Inclusion
Essential criteria
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Johanna Fox
- Job title
- Matron
- Email address
- [email protected]
- Telephone number
- 20511186652
- Additional information
Please email myself or [email protected] with any questions around role.
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