Emergency Department Specialty Coordinator

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Main area: Urgent and Emergency Care

Grade: Band 4

Contract: Permanent

Hours: Part time - 18.75 hours per week (Monday to Friday office hours)

Job ref: 279-6803962-FEB25

Employer: University Hospitals Sussex NHS Foundation Trust

Employer type: NHS

Site: St Richard's Hospital

Town: Chichester

Salary: £26,530 - £29,114 per annum, pro rata

Salary period: Yearly

Closing: 16/02/2025 23:59

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. 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 to join a dynamic department in the role of administrator to a busy Emergency Department and Urgent Treatment Centre. Responsibilities include providing all aspects of administrative support to the department including consultants, senior nursing team and wider team. Undertake a range of duties including being the first point of contact for any queries from patients, health professionals and other external bodies. Undertake data collection for national reporting to support performance and patient experience. This is a diverse and interesting role for an experienced administrator.

Main duties of the job

• The successful candidate will be very experienced in an admin role with the ability to prioritise workload to meet deadlines and to work autonomously.
• This role is at the core of the department and supports all other staff groups and acts as the point of contact for all service users.
• To maintain and develop an effective and efficient administration service and support national targets and submissions through data collection.
• To ensure urgent and appropriate responses to results and requests received.
• Experience working in an acute NHS Trust is essential.
• Proficient in a range of IT packages and data inputting are also essential.

Detailed job description and main responsibilities

This role entails providing administrative support to, and working closely with the Consultants, Senior Nursing Team and Admin Team in the Emergency Department, reporting directly to the Divisions’ Operations Manager. To act as the point of contact for all service users. You will undertake a range of duties, including administrative support for the medical staff and senior nurses, collating information for national data collection and action logs to enhance governance and performance. Maintain annual figures and quality indicators data. Maintain and develop an effective and efficient administration service for the department to support ongoing strategic developments, including Urgent Treatment Centre. Complete daily breach validation for national target submission. Manage Consultant Group meetings, including distribution lists, minute taking, action logs and the follow up of outstanding actions. Maintain diary for departmental seminar room. Deal with all complaints, PALS requests, police statements and coroners information in a timely fashion. Ensure each request is forwarded to the relevant consultant and that all correspondence is available. Draft and type up responses for clinician review and sign off. Order equipment, uniforms, stationery, and other consumables for the Emergency Department and Urgent Treatment Centre. Ensure auditing and reordering of patient aids for UTC patients via the providers website.

Person specification

Experience and Knowledge

• 5 x GCSE including Maths and English.
• Educated to diploma level or equivalent experience.
• More than 3 years experience working in an acute NHS Trust.
• Proficient knowledge of medical terminology.
• High proficiency of working with a range of Microsoft packages (Word, Excel and Outlook etc).
• Experience of working in a challenging and busy environment, working both independently and part of a team, exercising judgement and decision making skills.
• Experience of Symphony and/or CareFlow or other healthcare PAS system.
• More than 5 years experience working in a healthcare environment.
• Experience working in an Acute Assessment Unit/Emergency Department.

Skills

• Excellent organisational skills and ability to work to tight deadlines.
• Effective communication/customer care skills.
• Experience of dealing with complaints.
• Experience in the organisation and coordination of meetings, including the transcribing of minutes.

Specific Requirements

• Work effectively and flexibly as part of a team to meet the needs of the service.
• Experience of procurement processes and systems.
• Awareness of the Trust’s procurement systems and processes.

Equality, Diversity, and Inclusion

• Evidence of having championed diversity in previous roles.
• Evidence of having undertaken own development to improve understanding of equalities issues.

Important information for applicants:

• 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.
• If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
• 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.
• 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.

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.