Dietetics Admin Assistant

Dietetics Admin Assistant

The closing date is 06 May 2026

We are looking for a proactive and enthusiastic Dietetic Admin Assistant to join our dedicated admin team within dietetics at Worthing Hospital. We are based 5 minutes from the sea and town centre and with excellent transport links to London and Brighton

The successful candidate will be an experienced administrator have excellent communication skills, an eye for detail and pro active

The successful applicant will contribute to the delivery of an efficient and effective clinical administrative service to support the dietetic teams at Worthing Hospital

Knowledge of NHS systems and processes is valuable for the role.

Please ensure that you discuss with your line manager your application for internal secondment or fixed term contract prior to submission.

Main duties of the job

To be responsible for provision of dietetic admin and to provide an efficient and reliable service for our Patients.

Ensuring the appropriate booking of dietetic out patient clinics.

Provide administrative support to the dietitians, including sending letters and patient information, answering telephones and directing appropriately. Ensuring the patient record systems are kept up to date and assisting with collating information. Managing the stock rotation of nutritional supplements. Booking meeting rooms.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, 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 3) and a Veteran Aware Trust.

Job responsibilities

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.

If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Main duties and responsibilities

Communication

Answer incoming telephone calls and enquiries into the department, in a professional, friendly, helpful and polite manner

Communicate messages to the Dietitians and other colleagues in an accurate and timely manner using message recording systems

Check the answer phone regularly and deal with enquiries or write up accurate messages

Make telephone calls to other departments, outside agencies and patients, as requested

Liaise with patients and families, Carers, Doctors, Nurses, Therapists, colleagues and other administration staff

Monitorthe departmental e mail accounts; delegating and escalating messages as appropriate.

Ensure systems such as Careflow are up to date to ensure monthly billing can be undertaken

Booking of rooms for meetings

Responsible for managing stock of nutritional supplements

Servicedelivery and improvement

Organise and manage your time

Arrange and book rooms for meetings.

Be versatile and adaptable to the demands of the team

Work without supervision and take the initiative as and when required.

People management and development

Responsible for carrying out duties in line with the Trusts e rostering processes, including managing rosters, supporting staff allocation, and contributing to effective budget reconciliation and workforce planning

Patient care delivery

Provide comprehensive administration support to the dietetic department

Print and send out letters when approved by the Dietitian with enclosures if needed

Sort incoming post to the department, date stamp and distribute

Be responsible for filing of all patients notes, letters and results etc. and the safe storage of medical notes

Provide cover for other administration staff during their leave; this may involve being the only administrator in the office at some times.

Book clinic appointments for patients using the Careflow system, send out routine appointment letters

Add new referrals using the Careflow system

Able to use software packages such as Microsoft Word, Powerpoint and Excel and the patient management system Careflow

Assist with gathering and amending performance data

Attend mandatory training updates as required.

Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.

Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

Identify own learning needs and jointly plan training requirements with your line manager

Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.

Actively support research and audits within the department support collection of data and inputting.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

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 Qualifications/Experience

• 5 GCSE's or equivalent
• Experience administrator with proven track record
• Experience of dealing with the public on the telephone
• Knowledge of NHS Polices and procedures
• Booking processes in acute hospital

Skills

• Experience of using Microsoft Excel at an advanced level
• Evidence of strong organisational skills
• Ability to write own letters to a good standard of English
• Evidence of good interpersonal skills
• Experience of using Microsoft Word at an advanced level

Equality, Diversity and Inclusion

• Evidence of having championed diversity in previous roles
• Evidence of having undertaken own development to improve understanding of qualities issues

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

£25,760 to £27,476 a year per annum pro rata