University Hospitals Sussex NHS Foundation Trust (279)

Administration/Support Secretary Diabetes & Endocrine

The closing date is 19 August 2025

Job summary

The Diabetes & Endocrine Department at Worthing Hospital are looking for an Administrator/Support Secretary to complement the team at Worthing Hospital.

A typing test will be required at interview.

The role includes:-

To manage a full and comprehensive administrative service for the Consultants and medical staff
To act as the first point of contact, for service users
To monitor inpatient and outpatient commitments of the consultant and medical team and escalate when appropriate
Coordinate and allocate work within the admin team to ensure the effective and efficient operation of the administrative function
Supporting typing of clinic and admin letters

Main duties of the job

Reviewing (Past) clinic arrivals/outcomes ensuring all actions have been completed on PAS
Regularly reviewing/booking and validating from Consultants f/u pending lists
Tracking and chasing of results/diagnostics/patient updates
Review future clinics to ensure utilised, highlighting any unutilised/capacity issues
Support clinic typing
Booking of appointments
Supporting both the Directorate Support Manager and Support Specialty Coordinators as required

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, 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 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 our Wellbeing Programme for staff which is extensive and designed to support you when you need it - 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 - University Hospitals Sussex NHS Foundation Trust

Date posted

05 August 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

Reference number

279-7289704-AUG25

Job locations

Worthing Hospital

Lyndhurst Road

Worthing

BN11 2DH

Job description

Job responsibilities

Dividing your time between administrations, validation, clinic changes, appointment bookings etc.

Typing of Consultants and nurse specialist clinics, admin dictations, prioritising work according to changing demands and adhering to Trust guidelines of dictation turnaround.

Ensuring patient details are accurate and up to date.

General Administration, message taking and enquires are processes in a reasonable time frame.

Liaising and communicating with a wide variety of health care professionals and admin support.

Ensuring validating comments are up to date and tracking patients on the RTT pathways.

To coordinate and liaise with other team members to ensure that cover arrangements for annual leave and sickness is facilitated by working as a team.

Escalating potential breach patients to senior management, according to Trust guidelines and policy.

Job description

Job responsibilities

Dividing your time between administrations, validation, clinic changes, appointment bookings etc.

Typing of Consultants and nurse specialist clinics, admin dictations, prioritising work according to changing demands and adhering to Trust guidelines of dictation turnaround.

Ensuring patient details are accurate and up to date.

General Administration, message taking and enquires are processes in a reasonable time frame.

Liaising and communicating with a wide variety of health care professionals and admin support.

Ensuring validating comments are up to date and tracking patients on the RTT pathways.

To coordinate and liaise with other team members to ensure that cover arrangements for annual leave and sickness is facilitated by working as a team.

Escalating potential breach patients to senior management, according to Trust guidelines and policy.

Person Specification

Qualifications

Essential

5 GCSE's including Maths and English

Desirable

RSA Stage III typing or equivalent - please state in supporting information

Knowledge

Essential

Excellent knowledge of a full range of medical terminology
Excellent knowledge of a full range of administrative/secretarial procedures and systems

Desirable

Previous NHS experience

Skills

Essential

Communication and team working (good verbal and written skills)
To be able to use analytical thinking and own judgement to problem solve and adapt
Planning and organising for complex problems and conflicting demands
To be able to work on initiative
Work in a pressurised environment

Desirable

Confident to raise issues where needed

Skills

Essential

Provide non-clinical information on a wide range of work matters

Desirable

Aware of data protection and confidentiality

Skills

Essential

IT and systems/database knowledge

Desirable

Understanding of validation and patient pathways

Equality, Diversity and Inclusion

Essential

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

Person Specification

Qualifications

Essential

5 GCSE's including Maths and English

Desirable

RSA Stage III typing or equivalent - please state in supporting information

Knowledge

Essential

Excellent knowledge of a full range of medical terminology
Excellent knowledge of a full range of administrative/secretarial procedures and systems

Desirable

Previous NHS experience

Skills

Essential

Communication and team working (good verbal and written skills)
To be able to use analytical thinking and own judgement to problem solve and adapt
Planning and organising for complex problems and conflicting demands
To be able to work on initiative
Work in a pressurised environment

Desirable

Confident to raise issues where needed

Skills

Essential

Provide non-clinical information on a wide range of work matters

Desirable

Aware of data protection and confidentiality

Skills

Essential

IT and systems/database knowledge

Desirable

Understanding of validation and patient pathways

Equality, Diversity and Inclusion

Essential

Evidence of having championed diversity in previous roles
Evidence of having undertaken own development to improve understanding of equality 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

Worthing Hospital

Lyndhurst Road

Worthing

BN11 2DH

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

Worthing Hospital

Lyndhurst Road

Worthing

BN11 2DH

Employer's website

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