Dermatology Administrator

University Hospitals Sussex NHS Foundation Trust; Kemp Town Estate; On-site; GBP 25,000 - 30,000; Full time

Job summary

A reputable healthcare organization seeks a skilled administrator for the Dermatology Department at Brighton General Hospital. This role involves providing reception cover, booking patient appointments, and ensuring accurate data entry into medical systems. The ideal candidate will possess excellent communication skills, the ability to work under pressure, and a commitment to patient confidentiality. A flexible approach to working hours and a strong team spirit are essential. Join us in delivering excellent patient care!

Qualifications

• Excellent written and oral communication skills.
• Ability to maintain composure under pressure.
• High motivation and initiative in patient care.

Responsibilities

• Providing reception cover and directing patients.
• Booking patient appointments and managing waiting lists.
• Accurately updating patient records and managing enquiries.

Skills

Good communication and interpersonal skills

Ability to maintain confidentiality

Team-player qualities

Planning and organization skills

Problem-solving skills

Computer proficiency with Microsoft Office

Job description

Role Overview

The post holder will provide reception cover, general administration support and patient bookings for the busy Dermatology Department at Brighton General Hospital. The role requires confidence liaising with members of the public and health professionals both over the phone and face‑to‑face, and working as part of a small team of administrators to ensure data capture is accurate and entered into Trust systems within strict timelines.

Responsibilities

• Providing reception cover, greeting and directing patients, and checking patients into clinics.
• Booking patient appointments by assessing clinic space and waiting lists.
• Scanning patient documentation into the electronic patient record.
• Working across multiple Trust systems to ensure all data captured and entered is correct.
• Answering the main phone line into the department, directing or answering patient queries with confidence.
• Using initiative to identify and complete tasks that need to be done.
• Accurately updating and creating spreadsheets regarding patient waiting‑list times and responding to a large volume of e‑mail enquiries from other employees throughout the Trust in a tactful and diplomatic manner.
• Liaising with medical and secretarial staff to ensure patients’ best interests are met.
• Maintaining an efficient and methodical approach to waiting‑list, statistics and admission‑diary management.
• Adhering to flexible hours on an as‑needed basis given reasonable notice.
• Using the electronic PTL to book patients in chronological order according to their clinical need.
• Providing efficient reception duties and preparing clinic notes as required for clinics and booking follow‑up appointments as necessary.
• Following the Patient Access Policy to ensure 18‑week guidance is adhered to.
• Organising interpreters where necessary for patient appointments and maintaining records of such bookings.
• Flagging the need for cover when annual leave is booked or cancelling clinics accordingly.
• Maintaining and updating the speciality waiting lists, prioritising urgent patients and ensuring government targets for routine waiting lists are met.
• Keeping updated with changes in trust policy and general operating systems.
• Compiling and updating patient personal details on the PAS database, creating files for new patients and requesting notes from other trust hospitals.
• Managing case‑note movements on the computerized tracking system.
• Understanding outpatient activity within the hospital and standard operating procedures for all consultants to answer queries from patients, GPs and other trust staff.
• Providing cross‑cover for other admissions officers when they are on planned annual leave or sick.
• Managing systems for accurate filing of referral letters so they can be retrieved at any time.
• Managing large volumes of day‑to‑day enquiries from patients, GPs and trust staff in a courteous, sympathetic manner.
• Managing an efficient waiting‑list system in accordance with Trust policy and the Patient Access policy regarding the patient’s choice.
• Ensuring accurate filing and record‑keeping for referral letters.

Qualifications and Skills

• Good communication and interpersonal skills to interact with tact and diplomacy with patients, physicians and staff at all levels.
• Ability to provide and receive complex information related to managing clinic lists and ensuring all patients meet the Trust Access requirements.
• Skill at negotiating appointment dates and communicating difficult news of cancellations.
• Discretion to maintain patient confidentiality and ensure a professional, respectful hospital environment.
• Ability to maintain composure, efficiency and a positive customer‑service oriented manner during peak workload, tight deadlines and when interacting with patients who are ill, angry or emotionally distressed.
• Team‑player qualities: considerate, flexible and able to consider the needs of peers.
• Ability to meet deadlines to achieve government waiting‑time targets and adhere to the Trust’s Access policy.
• Planning and organisation skills to manage concurrent assignments relating to waiting lists for various consultants and ensure clinic templates are utilised effectively.
• Adaptability to changes in policies and procedures and the ability to propose changes where appropriate.
• Excellent written and oral communication skills and the ability to adapt language for patients’ age, language skills and emotional state.
• Problem‑solving skills, ability to assess situations, identify resources and implement solutions.
• High motivation and initiative, seeking assistance when appropriate.
• Maintenance of up‑to‑date knowledge and skills in relevant areas to ensure the highest quality patient care.
• Working knowledge of medical records systems, medical terminology, appointment and admission scheduling, department policies and the Trust’s Patient Access policy.
• Ability to recommend changes to policies or departmental environment to enhance service delivery.
• Computer proficiency with Microsoft Office applications.

Additional Information for Applicants

• AI Use in Applications – We strongly discourage AI tools in completing your application. Responses should reflect your own voice and experiences.
• Closing advert early – In the event of exceptional interest, adverts may be closed earlier than specified.
• Flexible Working – Options for flexible working may be discussed with the recruiting/line manager.
• DBS Checks – A Disclosure and Barring Service check is undertaken for roles eligible for a criminal record check.
• Skilled Worker Visa – Sponsorship for eligible roles is welcome. It is your responsibility to ensure you meet the criteria.
• UHSussex reserves the right to close the role early if a high volume of applications is received.

At UHSussex we are proud to be at the heart of the NHS, and our people work together towards a common goal of delivering Excellent Care Everywhere for patients, people and communities.

We look forward to receiving your application and the start of your journey with UHSussex.