The post holder will work effectively as a team member and provide an administrative service across GI services as required including word-processing, drafting and producing for example meeting notes, reports, letters and business documents from either audio or copy sources. Undertake general office duties as required including filing, photocopying, collating and distributing information, receipt and distribution of incoming and outgoing mail for the FDS nurse service.
Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff
Maintain spread sheets and databases including the production of regular information reports. Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription and circulation as appropriate., + To provide efficient secretarial and administrative support to clinical and non-clinical teams across all the nurse FDS service adhering to procedures and processes
+ within service timescales, whilst operating within a busy and demanding
+ environment.
+ Communicate effectively using good written, verbal, email and telephone skills
+ Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner
+ Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Trust policies and procedures and redirecting calls where appropriate
+ Ability to recognise situations that should be referred onto the FDS nurse/matron and take prompt and appropriate action
Ensure accurate data is provided for statistical and planning purposes as requested
Identify and promote best practice and innovation to improve efficiency and productivity
o Cover for the FDS Navigator during periods of absence/leave.
o Contact with patients on the telephone in a sensitive and confidential manner
o The post holder may have incidental face to face patient contact as part of their daily duties, + To provide efficient secretarial and administrative support to clinical and non-clinical teams across all the nurse FDS service adhering to procedures and processes
+ within service timescales, whilst operating within a busy and demanding environment.
+ Communicate effectively using good written, verbal, email and telephone skills
+ Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional and helpful manner
+ Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Trust policies and procedures and redirecting calls where appropriate
+ Exercise confidentiality, empathy, discretion and diplomacy skills when communicating by telephone or face to face, including dealing with difficult situations (eg. aggressive or demanding behaviour)
+ Prepare letters, reports and other documentation of a sensitive and confidential nature within guidelines
+ Basic, sensitive and complex information may be communicated. The post holder may experience language barriers
+ Attend admin / departmental meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.
Analytical and Judgement Skills/Service Delivery
+ Ability to decide on own action within the team whilst receiving support
+ Judgements involving facts or situations, some requiring analysis
+ Work is managed rather than supervised. To work with the minimum of supervision on a daily basis
+ Problem solving within own given areas of responsibility (eg. reception and care records management)
+ Be aware of and deal with issues as they arise and highlight any concerns to the Line Manager
+ Ability to recognise situations that should be referred onto the FDS nurse/matron and take prompt and appropriate action
+ Ensure accurate data is provided for statistical and planning purposes as requested
+ Identify and promote best practice and innovation to improve efficiency and productivity
Planning and Organisational Skills
+ Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
+ Undertake work that has been prioritised by the Line Manager
+ Plan and organise straightforward tasks
+ Arrange meetings on a regular basis
Responsibility to patients Patient Care Delivery
+ Cover for the FDS Navigator during periods of absence/leave.
+ Contact with patients on the telephone in a sensitive and confidential manner
+ The post holder may have incidental face to face patient contact as part of their daily duties
+ Paperwork to be filed chronologically in patients' records
+ Book interpreters and transport as required for patient appointments. To record issues and liaise with interpreter and transport services to resolve issues
+ Provide patients with support, non-clinical advice and information on a range of issues including complex appointment queries
+ Act as Fire Warden and First Aider with appropriate training in place
Policy and Service Responsibility
+ Work collaboratively as part of an integrated team
+ Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
+ Follow office and secretarial procedures
+ May be required to comment / implement policies and propose changes to practices and procedures for own area
+ Maintain all records in accordance with Trust policy
+ Receive and open incoming post/email and take action as required
+ Liaise with the Trust Booking Services regarding cancellation and rescheduling of clinics
+ Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services
Responsibility for Financial and Physical resources
+ Have a personal duty of care for all equipment and resources used
+ Be responsible for stock control and ordering of stationery / clinical supplies as required
Responsibility for Staff
+ Participate in the induction and training of all new members of staff.
+ Demonstrate own activities to new / less experienced staff
+ Day-to-day supervision, prioritisation and motivation of voluntary workers workload to ensure set timescales
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

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.

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