Paediatric Diabetes Administration Coordinator

NHS; Chichester; On-site; GBP 27,000 - 31,000; Part time

Job summary

A local NHS trust is seeking a Paediatric Diabetes Administration Coordinator to support the Paediatric Diabetes and Endocrine Service Team. This part-time role involves operational support for children diagnosed with diabetes, administration of multidisciplinary team meetings, and ensuring compliance with national audit requirements. Essential skills include strong organisational and communication abilities, along with at least 2 years of medical secretary experience. The position offers a salary of £27,485 to £30,162 pro rata.

Benefits

Diversity and inclusion initiatives

Support networks for staff

Qualifications

• Proven ability to work independently and prioritise tasks.
• At least 2 years of experience as a Medical Secretary.
• Excellent knowledge of secretarial procedures.

Responsibilities

• Provide operational support for paediatric diabetes care.
• Coordinate administration for multidisciplinary team meetings.
• Collect and submit data for national diabetes audits.

Skills

Organisational skills

Communication skills

Audio typing

Problem-solving

Data collection

Education

RSA Stage III Typing or equivalent

Tools

MS Office

Patient Administration Systems (PAS)

Job description

University Hospitals Sussex NHS Foundation Trust (279)

Paediatric Diabetes Administration Coordinator

The closing date is 03 December 2025

We are looking for an experienced Administration Co‑ordinator to join our Paediatric Diabetes and Endocrine Service Team at St Richard’s Hospital.

Self‑motivated and organised individuals can join the team on a part‑time 25 hours per week basis.

Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable. The role is varied with close working with the clinical team and other support networks.

Main duties of the job

To provide operational support for the care of children with Diabetes/Endocrine disease from diagnosis until transfer into adult care. The post holder will be required to support all administrative aspects of the patient pathway.

The Administration Coordinator will provide essential administration and validation services to the Diabetes and Endocrine Team, contributing to the overall efficient and effective running of the Service. The post holder will also act as MDT administrator and coordinator for the speciality, supporting medical, nursing, dietician and Psychology input, ensuring patients are managed in accordance with the Best Practice Tariffs (BPT) and NICE guidelines.

The Administration Coordinator will provide quality assurance, quality improvement and NHS expertise by actively participating in the Audit requirements of the National Paediatrics Diabetes Audit and the Spotlight audits and the Paediatric Diabetes Quality Improvement Programme. The Administration Coordinator will be responsible for preparing and submitting the programme's Peer Review supporting material and documentation.

To undertake admin and clerical duties relevant to the Service commensurate with Band 4 levels of responsibility.

To work without supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation for the service.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, 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 3) and a Veteran Aware Trust.

Job responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

Communication

• Work as part of a multidisciplinary team under the direction of the Clinical Lead for Paediatrics Diabetes and Care Group Support Manager.
• Liaise with paediatric diabetes network administration colleagues to ensure the department is working collaboratively and within National Guidelines.
• Support clinicians with updating policies and procedures.
• Coordinate distribution and collation of surveys in compliance of BPT and NICE guidelines.
• Collate BPT data sets and send to finance and various business performance mailboxes, including Quarterly stats, Annual Reports and performance presentations for MDT meetings and business decision making.
• Organise and update paperwork for programmes and services; liaise with the adult administration team to coordinate transition plans and clinics.
• Dissemination of information: send correspondence to GPs, caseload, manage a variety of communication methods, e.g. telephone, letter, email and the DigiBete App.
• Maintain diary of events, staff annual leave, etc.
• Support the team in ensuring accurate data is collected and validated by clinicians.
• Deal with telephone calls and emails, responding in a timely manner and taking appropriate action as required. Provide non‑clinical information to patients as appropriate recognising when to elevate or redirect urgent calls to senior staff.

Service Delivery and Improvement

• Adhere to Trust policies and procedures and the Trusts Values and Behaviours.
• Organise bulk and booklet colour printing using the Trusts printing department for caseloads education with literature composed by the team.
• Compose information sheets for consent forms, ensure letter templates are updated and comply with Trust formatting and liaise with Information Governance. Create various contact cards for individual purposes, e.g. download appliance clinic codes, useful numbers and contacts for pharmacy etc.
• Help the team with new computer systems, including procurement of equipment for purpose and the access of training when needed.
• Organise the payment of clinical subscriptions using the procurement system. ECF forms, filling in and submission for the purchase of a variety of equipment for clinical nursing requirement.
• Liaise with GPs, external Trusts and services when necessary to obtain information prior to referred patients appointment, ensuring documents are uploaded to Evolve and recorded in nursing notes.
• Manage interactive sites to comply with quality control for DCA and other such devices coming into the service.

Patient Care Delivery

• Collect data for the National paediatric Diabetes Audit (NPDA) using multiple professional online systems and patient notes. Submit data complying with timelines, patient consent governance and compatible formats to upload to the national system.
• Maintain patient demographics and record new patients to caseload, updating multiple platforms (e.g. nhs.net, PAS, data sets, nursing notes and NPDA).
• Coordinate services, templates and capacity, booking sessions on the Trust PAS system for psychology, pump, transition, education sessions and ad‑hoc sessions. Request new clinic codes appropriate for purpose for the PAS system. Cancel and re‑book clinics.
• Support the team in organising booking and recording meetings, education sessions and coordinating room bookings for ad‑hoc meetings and clinics.
• Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
• Communicate effectively with all levels of staff and deal sensitively with queries from patients.
• Act as the communication hub for the clinical team, primary care, patients and their relatives as well as internal and external organisations.
• Liaise with the Patient Experience Team, Patient Feedback systems and groups and any other patient forums to improve care for patients.
• Assist with Datix investigations into reported incidents/complaints/PALS as directed by the Care Group Support Manager.
• Attend meetings and workshops offsite as required.
• Act as liaison between Consultant, GP, Patients and their relatives and other relevant agencies.

-- Please see Job Description & Person Specs for further info --

Person Specification

• Provide non‑clinical information and advice to patients and relatives about admissions and appointments.
• Aware of the need for confidentiality in accordance with Data Protection Act.
• RSA Stage III Typing or equivalent.

Knowledge, Training, Experience

• At least 2 years experience as a Medical Secretary.
• Excellent knowledge of a full range of secretarial procedures.
• Experience establishing efficient office systems and processes.
• Ability to take and transcribe minutes of meetings.
• Experience working in a multi‑disciplinary team environment.
• Previous involvement in data collection, patient pathway tracking and data collection.
• Previous NHS work experience in an acute setting.

Communication Skills

• Ability to manage own time and work independently whilst also meeting priorities.
• Ability to learn and implement new processes quickly and independently.
• Ability to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalat[e] to line manager.
• Advanced keyboard skills.
• Ability to respond to a crisis sensitively and with appropriate urgency.
• Ability to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues.
• Ability to show empathy and understand the difficulties faced by patients.
• Audio typing skills and experience of digital dictation systems.
• Ability to build effective working relationships.
• Able to motivate and influence others.

Analytical and Judgemental

• Ability to use own judgement/initiative to problem solve and adapt to changing situations.
• Recognise abnormal results and bring to the attention of the Consultant.
• To be able to prioritise workload in an ever‑changing and demanding environment.

Planning and Organisational

• Proven organisational skills and ability to multitask, prioritise and work to deadlines, often dealing with complex activities, programmes and situations.
• Self‑motivated and ability to work without supervision.
• Organising meetings and events as required.
• Proven team working skills.

Physical Skills

• Advanced keyboard skills.
• Ability to concentrate when work pattern is unpredictable and where there are frequent interruptions.
• Understand the appropriate escalation of problems/concerns to line manager or medical staff.
• Provide non‑clinical information and advice to patients and relatives about admissions and appointments.
• Aware of the need for confidentiality in accordance with Data Protection Act.
• Ability to maintain confidentiality.
• Putting the Patient First.
• Telephone contact with patients and GP Practices.
• Able to monitor patients through their referral pathway.

Information Resources / IT

• Excellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point.
• Compliance and understanding of the Trust policy for Information Governance.
• Effective and accurate keyboard skills.
• Previous use of Patient Administration Systems (PAS).

Equality, Diversity & Inclusion

• Evidence of having championed diversity in previous roles (as appropriate to role).
• Evidence of having undertaken own development to improve understanding of equalities 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 name

University Hospitals Sussex NHS Foundation Trust (279)

£27,485 to £30,162 a yearPer annum pro rata