Head & Neck Administration Support

Job Details

Main role: Head & Neck Administrative Officer (Contract Grade Band 3, 12 months fixed term)

Job reference: 831-MAY26

Employer: University Hospitals Sussex NHS Foundation Trust

Location: Royal Sussex County Hospital, Brighton, Sussex

Hours: 37.5 hours per week (Full time, Part time, Flexible working)

Salary: £25,760 - £27,476 per annum (Yearly)

Closing date: 02/06/:00

Responsibilities

• Provide comprehensive administrative support for the Head & Neck department.
• Utilise Microsoft Office (Word, Excel) and other systems (PAS, SPINE, Careflow, OpenEyes, Mediviewer, Panda) to manage referrals, appointments, booking lines, data capture, and audits.
• Meet deadlines, collate data, maintain administrative standards and adhere to UHSussex Patient Access Policy.
• Cover reception duties and staff sickness/leave coverage as required.
• Cross cover multiple areas and departments within Head & Neck.
• Coordinate and maintain patient pathways: book appointments, create referral lines, ensure proper coding and outcomes, including dual and retrospective bookings.
• Maintain accurate patient records and keep systems updated via SPINE and Careflow.
• Communicate within the team to avoid overlap and ensure tasks are divided appropriately.
• Ensure attention to detail in repetitive tasks to minimise errors.
• Carry out audits and maintain confidentiality of patient, staff and service information.
• Greet patients in a friendly, calm manner and respond to telephone calls competently and politely.
• Resolve queries, handle problems, and attend departmental meetings as scheduled.
• Scan and upload documents to suitable systems (OpenEyes, Mediviewer).
• Demonstrate flexibility in working hours and ability to work across hospital sites to meet service needs.
• Participate in training and induction of new staff.

Experience & Qualifications

• Previous administrative experience.
• Ability to use initiative and work independently in a busy, demanding environment.
• Minimum GCSE or equivalent in English and Maths.
• Working knowledge of the Patient Access Policy and national NHS targets.

Equality, Diversity and Inclusion

• Evidence of having undertaken own development to improve understanding of equalities issues.
• Evidence of having championed diversity in previous roles (as appropriate to role).