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Clinical Site Management Team Administrator
University Hospitals Sussex NHS Foundation Trust
Lewes
On-site
GBP 25,000 - 30,000
Full time
2 days ago
Be an early applicant
Job summary
A leading healthcare provider in Lewes is seeking a dynamic Band 3 administrator to support the Clinical Site Management Team. Responsibilities include updating records and managing patient transfers. Ideal candidates should have administrative experience and strong IT and communication skills. The role is full-time at 37.5 hours a week with a supportive environment for professional development.
Benefits
Professional development opportunities
Supportive work environment
Diversity and inclusion initiatives
Responsibilities
- Provide effective administrative support to the Clinical Site Management Team.
- Update vital information regarding patient transfers and records.
- Manage the repatriation process between NHS Trusts.
Skills
Administrative experience
Established IT competencies
Good communication skills
Education
NVQ Level 3 or equivalent experience
3 GCSE Grade 4 or above
Tools
Microsoft Office
Job description
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
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 Report documents 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.
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
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 criteria
Essential criteria
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations-elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
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 uhsussex.nursingteam@nhs.net.
For help with the application process for Non-Nursing vacancies, please email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This advert has been capped for a limited number of applications; therefore, it 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 this post to prevent you from missing out on applying for this opportunity.
Documents to download
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
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 Report documents 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.
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
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 criteria
- NVQ Level 3 or equivalent experience.
- Experience with Microsoft Office
- 3 GCSE Grade 4 or above
- Experience working with the various NHS Trust electronic systems
- Previous Ward Clerk/admin and clerical experience
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
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations-elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
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 uhsussex.nursingteam@nhs.net.
For help with the application process for Non-Nursing vacancies, please email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
This advert has been capped for a limited number of applications; therefore, it 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 this post to prevent you from missing out on applying for this opportunity.
Documents to download
- Job Description and Person Specification (PDF, 456.4KB)
- Our Trust at a glance (PDF, 153.0KB)
- All Staff Networks About Us Flyer (PDF, 304.4KB)
- Guide to completing an application form (PDF, 385.9KB)
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