Job summary
- Main area
- Ward administration Inpatients
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 279-7893292-MAY26
- Employer
- University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Sussex County Hospital
- Town
- Brighton
- Salary
- £25,760 - £27,476 Per annum
- Salary period
- Yearly
- Closing
- 15/06/2026 23:59
Employer heading
Ward Administrator
Band 3
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 deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex 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 deliver Excellent Care Everywhere. 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.
We value compassion, inclusion and respect as our core values. 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.
As part of our commitment to access for all, please see the different ways you can access the application form: https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
Responsible for ensuring the administrative and clerical work related to patient care are competently managed.
Ensure that all paper and computer stored data surrounding a patient episode is completed accurately and promptly.
To deal efficiently and in professional manner enquires from both patients and staff internally and externally.
Main duties of the job
Ensure all patient discharge information is correctly filled out by nursing
and medical staff and where appropriate send to GP, Secretary, anti
coagulation department and file copy in case notes.
Open all incoming post unless marked to a specified member of staff.
Process and pass to appropriate members of nursing team.
Be responsible for ensuring all the relevant correspondence is located.
Answer telephone enquires following departmental protocol, both
internal and external, from other members of staff, departments,
patients/relatives and other hospitals, referring them to the supervisory
staff member when necessary.
When elective patients arrive on the ward check correspondence,
amending any details on the Careflow. Add their details to ward
admission book specifying date of admission, consultant, and GP. Also
ensuring that admission and discharge time are recorded.
Booking of post inpatient follow up appointments – patients leaving with
follow-up appointment in their hand Send follow up requests to relevant
department/team. Mark in file to record that the request has beenmade.
To ensure where the patient no longer requires future follow-up that the
Referral is discharged using Pas Careflow
To outcome and discharge referrals as and when appropriate.
Working for our organisation
Working for our organisation
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.
Detailed job description and main responsibilities
Ensure on a daily basis that the ward board/admissions book is
checked for recent discharges and patients due to be admitted.
Responsible for adding admission and full patient details onto Careflow.
Maintain and monitor ward information recorded on Careflow. Ensuring
that all patients are admitted to the correct ward bed, consultant, and
specialty. Responsible for ensuring that all notes are tracked to correct
area.
Responsible for the updating all admissions, transfers of care,
discharges, and transfers to different wards information on Careflow
an ongoing basis
To access the spine with a smart card to find NHS numbers.
When admitting patients to the ward ensure that if the patient i
overseas visitor that the correct policies and procedures are followed.
Identify and manage duplicate case notes, including when appropriate
organising the merging of electronic records and amalgamation of case
notes
Responsible for ensuring that all patient records reach the clinical
coding department in a timely basis to be coded.
Providing annual leave and sickness cover as appropriate for other ward clerks.
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.
Person specification
essential
Essential criteria
- Communication
- Customer Service
- IT Skills
- Ability to Multitask
- Administration Experience
- Working in an hospital environment
Equality, Diversity, and Inclusion
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
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
Documents to download
Further details / informal visits contact
- Name
- Maria Bridges
- Job title
- Operational Manager Inpatients Services
- Email address
- [email protected]
- Telephone number
- 01273696955
- Additional information
Louis Ottley or Jo Delaney ext 62952
List jobs with University Hospitals Sussex NHS Foundation Trust in Administrative Services or all sectors