Receptionist and Administration Clerk - NHS
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
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 our Wellbeing 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.
Job overview
We are looking for a Receptionist and Administration Clerk to join our friendly and dedicated team in the Children's Centre at Worthing Hospital.
You must have excellent interpersonal skills and be able to communicate with colleagues, patients and relatives face to face, telephone and via email.
You must be adaptable and have the ability to embrace change.
Knowledge of working in a hospital environment or similar environment is desirable but not essential.
Previous applicants need not apply.
Main duties of the job
We are looking for a Receptionist and Administration clerk to join our friendly and dedicated team in the Children's Centre at Worthing Hospital. You are required cover the Children’s Centre outpatient reception desk as the first person contact for patients visiting the Paediatric and Community Paediatric outpatient clinics.
Greeting and checking in patients using the hospital's patient administration system. Checking patient details on arrival and updating the patient administration system. Answering the telephone, taking messages and forwarding calls. Making follow-up appointments for patients and completing patient outcomes.
As an administration clerk, your duties would include accurately scanning or file clinical documents, letters and results in accordance with the Trust Medical Records guidelines for the Child Development Team.
Booking patient clinic appointments as directed by the Secretarial team.
Assist with stationery ordering as and when required.
Assist with post duties as required.
Monitoring incoming email boxes.
Working for our organisation
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 our Wellbeing 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/
Detailed job description and main responsibilities
Cover the Children’s Centre outpatient reception desk as the first person contact for patients visiting the Paediatric and Community Paediatric outpatient department. Greeting and checking in patients using the hospital's patient administration system and additional written lists.Ensuring all information is kept secure and confidential.
Checking patient details on arrival and updating the patient administration system.
Answering the telephone, taking messages, and forwarding calls.
Making follow-up appointments for patients and completing patient outcomes.
Be aware of patients waiting in the waiting area and report any concerns to your line manager.
To accurately scan or file clinical documents, letters, and results to patient notes held on computer-held medical records in accordance with the Trust Medical Records guidelines.
Check-in notes received from the Medical Records Department.
Write clinic board for morning and afternoon clinics.
Print clinic lists if required.
Booking patient clinic appointments as directed by the Secretarial team.
Assist with stationery ordering as and when required.
Set up hospital notes if appropriate.
Amend demographic and personal details on the hospital system as necessary.
Process new referrals received in time for the weekly team meeting.
Score patient questionnaires.
Any other duties as required.
Keep your workstation clean and tidy.
Oversee the collection of prescriptions and various other items.
Assisting with post duties as required by the team.
Person specification
Experience and Qualifications
Essential criteria- Educated to GCSE level in Maths and English
- Knowledge of MS office
Skills
Essential criteria- Knowledge and experience of working a full range of admin and reception duties
- Knowledge of MS office
- Excellent Communication Skills
- Flexible team worker
- Ability to work in a pressurised environment
- Able to maintain confidentiality
- Knowledge of patient information system (PAS)
People Management and Development
Essential criteria- Positive contribution to change and enhance the patient pathway experience and outcome
Equality, Diversity and Inclusion
Essential criteria- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
Please note, the use of AI generated applications will be closely monitored. It is at the managers discretion to reject your application if they feel the majority has been created through the use of AI tools.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications
Further Information
For help with the application process for Nursing vacancies, please email [email protected].
For help with the application process for Non-Nursing vacancies, please email [email protected].