University Hospitals Sussex NHS Foundation Trust (279)

Head & Neck Administration Support

The closing date is 02 December 2025

Job summary

To provide a range of comprehensive administrative support in Head & Neck. There will be an expectation for the post holder to be highly motivated, flexible and multi-skilled with excellent organisational skills. They will possess excellent working knowledge of all Microsoft Office systems including Word and Excel. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes and following UHSussex Patient Access Policy. They will need to be able to work within a team effectively and share work streams, where appropriate. But will need to use own initiative when prioritising workload. Role will also involve covering reception desk and staff sickness/leave and any other general administrative duties within the department.

Main duties of the job

To provide a range of administrative tasks across multiple areas

Have a flexible approach to workloads, liaising with management to identify areas that need the most support.

To be able to cross-cover multiple areas and departments across Head and Neck.

Create referral line and book appointments on the trust PAS system, ensuring all patient pathways are booked, coded and outcomed correctly, working to UHSussex trust deadlines. This will include duel bookings and retrospective bookings.

Use SPINE to update patient information onto Careflow

Work from several different inputs (multiple spreadsheets - excel, outcome forms, Openeyes worklist) alongside each other to capture all appointments

About us

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 ourWellbeing 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.

Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/

Date posted

18 November 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

279-7455282-NOV25

Job locations

Sussex Eye Hospital

Eastern Road

Brighton

BN2 5BF

Job description

Job responsibilities

To provide a range of administrative tasks across multiple areas

Have a flexible approach to workloads, liaising with management to identify areas that need the most support.

To be able to cross-cover multiple areas and departments across Head and Neck.

Use SPINE to update patient information onto Careflow

Work from several different inputs (multiple spreadsheets - excel, outcome forms, Openeyes worklist) alongside each other to capture all appointments

Communicating within a team to ensure tasks are divided especially when working through the same task to avoid overlap.

Attention to detail when carrying out repetitive tasks to avoid small errors

Maintain appropriate audits for various tasks.

Greet patients in a friendly calm manner.

Use Careflow and Openeyes to book in patients.

Cache up clinics effectively ensuring all outcomes are completed.

Deal with telephone calls in a competent, friendly, helpful, and polite manner.

Resolve problems and deal with all queries with competence.

Attend departmental meetings as arranged.

Maintain confidentiality of information about patients, staff and other health service business.

Scanning multiple pages of documents in various volumes and uploading the scans to the appropriate systems, Openeyes and/or Mediviewer as required.

Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.

Strong communication skills with patients and staff to monitor patient flow within clinic.

Other reasonable duties relating to the smooth running of the department, as requested by Head & Neck management team.

Participate in the training and induction of new staff.

General knowledge of Mediviewer, OpenEyes, Careflow and Panda systems for competent cross cover.

Ability to gauge workload and have the ability to escalate with managers which tasks are appropriate to prioritise over others.

Job description

Job responsibilities

To provide a range of administrative tasks across multiple areas

Have a flexible approach to workloads, liaising with management to identify areas that need the most support.

To be able to cross-cover multiple areas and departments across Head and Neck.

Use SPINE to update patient information onto Careflow

Work from several different inputs (multiple spreadsheets - excel, outcome forms, Openeyes worklist) alongside each other to capture all appointments

Communicating within a team to ensure tasks are divided especially when working through the same task to avoid overlap.

Attention to detail when carrying out repetitive tasks to avoid small errors

Maintain appropriate audits for various tasks.

Greet patients in a friendly calm manner.

Use Careflow and Openeyes to book in patients.

Cache up clinics effectively ensuring all outcomes are completed.

Deal with telephone calls in a competent, friendly, helpful, and polite manner.

Resolve problems and deal with all queries with competence.

Attend departmental meetings as arranged.

Maintain confidentiality of information about patients, staff and other health service business.

Scanning multiple pages of documents in various volumes and uploading the scans to the appropriate systems, Openeyes and/or Mediviewer as required.

Demonstrate flexibility in hours and working across hospital sites as required meeting needs of the service.

Strong communication skills with patients and staff to monitor patient flow within clinic.

Other reasonable duties relating to the smooth running of the department, as requested by Head & Neck management team.

Participate in the training and induction of new staff.

General knowledge of Mediviewer, OpenEyes, Careflow and Panda systems for competent cross cover.

Ability to gauge workload and have the ability to escalate with managers which tasks are appropriate to prioritise over others.

Person Specification

Experience

Essential

Administration Experience
Ability to use initiative and work unaided in a busy / demanding environment

Desirable

NHS administration experience
Working knowledge of the patient access policy and national NHS targets

Equality, Diversity and Inclusion

Essential

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

Person Specification

Experience

Essential

Administration Experience
Ability to use initiative and work unaided in a busy / demanding environment

Desirable

NHS administration experience
Working knowledge of the patient access policy and national NHS targets

Equality, Diversity and Inclusion

Essential

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

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 details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Sussex Eye Hospital

Eastern Road

Brighton

BN2 5BF

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Sussex Eye Hospital

Eastern Road

Brighton

BN2 5BF

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)