Audiology Booking Administrator

Job Ref: 828-APR26

Grade: Band 3 - Contract: 12 months (Fixed term/Secondment 12 months - Until 31st March 2027)

Hours: Full time - 37.5 hours per week (various shifts)

Employer: University Hospitals Sussex NHS Foundation Trust - Site: Sussex House Town Brighton

Salary: £25,760 - £27,476 per annum - Closing date 04/05/:59

Job overview

An exciting opportunity has arisen within the Administrative and Clerical team in the Audiology Department at University Sussex Hospitals NHS Foundation Trust, based at Brighton. The post holder will be responsible for providing complete administrative and clerical support for all Audiology outpatient clinics, including adherence to the Patient Access Policy, Waiting Time Targets and Partial Booking Procedures. The role includes patient registration, booking appointments, processing new referrals, clinic rescheduling and clinic reception spanning different sites. The post holder will work as part of a team within Audiology to deliver the highest standards of administrative support possible for all patients and staff.

Main duties of the job

• Ensuring all patient appointments are booked on receipt of referral and triage.
• Ensuring patients are assigned to the right clinic first time.
• Ensuring an efficient telephone service is maintained.
• Minimising short notice cancelled clinics and optimising clinic capacity.
• Ensuring stock levels are maintained and goods are ordered.

Detailed job description and main responsibilities

• Good communication and interpersonal skills to interact with tact and diplomacy with patients and staff at all levels. Ability to provide and receive information which may be complex, sensitive or contentious in nature. Ability to engage in collaborative problem solving with co workers and staff. Must have the ability to function as a "team player", being considerate and flexible, taking the needs of your peers into consideration. Ability to exercise discretion to ensure that patient confidentiality is maintained and a professional, respectful hospital environment exists at all times.
• Ability to maintain composure, efficiency and a positive, customer service orientated manner during periods of peak workload, with frequent interruptions, under tight deadlines, and when interacting with patients who may be ill, angry or emotionally distressed. Plan, organise and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner. Organise and prioritise assignments to complete work in a timely and efficient manner, particularly when there are changes in workload or assignments. Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
• Good written and oral communication skills to clearly and concisely provide information, explanations, and instructions to, and elicit information from others with varying levels of ability to understand. Use terminology and phrasing which is responsive to and appropriate for patient's age, language skills and emotional state.
• Problem solving skills to independently assess a range of facts or situations; identify the resources available to help solve problems; create, analyse and compare viable solutions and take the action necessary to implement them; and follow through to ensure the problem is resolved to the satisfaction of all parties.

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

• Experience of working in Audiology or with deaf people.
• Knowledge and awareness of strict confidentiality issues relating to the Data Protection Act, Computer Misuse Act and Information Governance.
• Good level of literacy and numerical skills to read and record patient details and a range of information.
• Demonstrate a knowledge and awareness of Booking/Appointment procedures and systems.
• 5 GCSEs (A-C) or equivalent, including English and Maths. Educated to at least NVQ Level 3 or equivalent level of competency.
• Experience of working in a hospital/medical environment and/or experience of working in a hospital/medical booking team.
• Knowledge of using Auditbase/Careflow PAS.
• Ability to communicate using BSL.

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

A Note on AI Use in Applications: We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations-elements that are essential to a fair and accurate evaluation. Applications that rely heavily on AI generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.

Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.

We encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out.

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.

Employer certification / accreditation badges

The post holder 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.