University Hospitals Sussex NHS Foundation Trust (279)

Clinical Site Management Team Administrator

The closing date is 18 August 2025

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Job summary

An exciting opportunity has arisen within the Clinical Site Management Team (CSM) for a dynamic Band 3 to provide administrative support to the CSM Team to assist them in the effective daily operational running of University Hospitals Sussex. We are looking to appoint a highly motivated, flexible and enthusiastic individual to join us working at the Royal Sussex County Hospital in Brighton.

The role will include updating essential data records and preparing operational performance data with the Clinical Site Management Team, alongside management of repatriations to other Trusts, and other administrative duties essential to the smooth running of the team.

You will be required to have administration experience, established IT competencies and good communication skills. The working environment is busy working within Local and National Targets and an ability to work at pace is essential. Experience of working in a healthcare setting is desirable.

The CSM team work 24/7 and this supportive role is a full time post of 37.5 hours per week. The shift pattern is expected to be 5 days, within the hours of 10.00-18.00

In return, we will provide a friendly and professional environment for you to work in and will support your professional development within UHSussex.

Main duties of the job

The post holder will be expected to provide support to the Clinical Site Management (CSM) team through provision of an effective, efficient administrative service. The role will contribute to the management of the operational environment in order to enhance the experience for patients in the hospital by supporting the CSM team to effectively manage operations within the Trust. The role will include updating vital information in the operational meeting room i.e. maintaining up to date records of patients who are in outlying beds/require ITU and transfer to other sites, booking same day patient transport for timely discharge and updating electronic data and preparing Situation Reportdocuments as a fundamental role alongside record keeping and procurement. The post will also include the identification of those awaiting repatriation to other Trusts, effective record keeping and daily liaison to ensure timely transfer to and acceptance from other hospitals.

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/

Details

Date posted

04 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

279-7097439-AUG25

Job locations

Royal Sussex County Hospital

Eastern Road

Brighton

BN2 5BE


Job description

Job responsibilities

The post holder will be expected to provide support to the Clinical Site Management Team (CSM) through provision of an effective, efficient administrative service. The role will contribute to the management of the operational environment to enhance the experience for patients in the hospital by supporting the CSM team to effectively manage operations within the Trust.

The role will include updating vital information in the operational meeting room i.e. maintaining up to date records of patients who are in outlying beds/require ITU and transfer to other sites, booking same day patient transport for timely discharge and updating electronic data and preparing Sitrep distribution documents as a fundamental role alongside record keeping and procurement.

The post-holder is fully responsible for the repatriation process as a major job responsibility, only escalating to the Clinical Site Manager in relation to complex or difficult issues. The process includes the identification of those awaiting repatriation to other Trusts, effective record keeping and daily liaison to ensure timely transfer to and acceptance from other hospitals. There is a need to liaise with colleagues internally and externally across several NHS Trusts, building relationships and completing the required paperwork.

The appointee will need to be able to manage their own workload with regular guidance but not direct supervision and recognise and identify opportunities, in conjunction with the Clinical Site Manager, to develop the role further. Positive contributions to the effectiveness and efficiency of the team would be encouraged

At no time should the post holder work outside their defined level of competence. If the post holder has concerns regarding this, they should immediately discuss this with the CSM. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.

Job description

Job responsibilities

The post holder will be expected to provide support to the Clinical Site Management Team (CSM) through provision of an effective, efficient administrative service. The role will contribute to the management of the operational environment to enhance the experience for patients in the hospital by supporting the CSM team to effectively manage operations within the Trust.

The role will include updating vital information in the operational meeting room i.e. maintaining up to date records of patients who are in outlying beds/require ITU and transfer to other sites, booking same day patient transport for timely discharge and updating electronic data and preparing Sitrep distribution documents as a fundamental role alongside record keeping and procurement.

The post-holder is fully responsible for the repatriation process as a major job responsibility, only escalating to the Clinical Site Manager in relation to complex or difficult issues. The process includes the identification of those awaiting repatriation to other Trusts, effective record keeping and daily liaison to ensure timely transfer to and acceptance from other hospitals. There is a need to liaise with colleagues internally and externally across several NHS Trusts, building relationships and completing the required paperwork.

The appointee will need to be able to manage their own workload with regular guidance but not direct supervision and recognise and identify opportunities, in conjunction with the Clinical Site Manager, to develop the role further. Positive contributions to the effectiveness and efficiency of the team would be encouraged

At no time should the post holder work outside their defined level of competence. If the post holder has concerns regarding this, they should immediately discuss this with the CSM. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.

Person Specification

Qualifications

Essential

  • NVQ Level 3 or equivalent experience.
  • Experience with Microsoft Office
  • 3 GCSE Grade 4 or above

Desirable

  • Experience working with the various NHS Trust electronic systems
  • Previous Ward Clerk/admin and clerical experience

Equality, Diversity & Inclusion

Essential

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

Qualifications

Essential

  • NVQ Level 3 or equivalent experience.
  • Experience with Microsoft Office
  • 3 GCSE Grade 4 or above

Desirable

  • Experience working with the various NHS Trust electronic systems
  • Previous Ward Clerk/admin and clerical experience

Equality, Diversity & Inclusion

Essential

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

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

Address

Royal Sussex County Hospital

Eastern Road

Brighton

BN2 5BE


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

Royal Sussex County Hospital

Eastern Road

Brighton

BN2 5BE


Employer's website

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

Employer contact details

For questions about the job, contact:

Clinical Site Manager

Sarah Horscraft

sarah.horscraft@nhs.net

01273696955

Details

Date posted

04 August 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year per annum, pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

279-7097439-AUG25

Job locations

Royal Sussex County Hospital

Eastern Road

Brighton

BN2 5BE


Supporting documents

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