Renal Dialysis Access Administrator
The closing date is 27 July 2026
As a Renal Dialysis Access Administrator, you’ll play a key role in supporting the access team to provide safe, timely and compassionate care for renal patients. This is a varied and rewarding administrative role at the heart of the Sussex Kidney Unit, where you’ll help ensure that patients receive the right appointments, procedures and information at the right time.
You’ll manage and coordinate bookings for renal theatre activity and outpatient clinics, keep patient information accurate and up to date, and handle enquiries from GPs, patients and colleagues. This is a busy, people-focused role where excellent communication, attention to detail and the ability to multitask are essential.
You’ll work closely with specialist nurses, patient access teams, clinicians and other hospital departments, becoming a valued member of a team dedicated to delivering excellent care everywhere.
Main duties of the job
- Coordinate theatre and clinic bookings for the renal vascular access team, ensuring patients receive timely and accurate appointments.
- Manage patient information on Trust systems such as CareFlow, keeping records accurate and up to date.
- Handle enquiries from patients, relatives, GPs and colleagues, using clear communication, tact and professionalism when discussing sensitive or complex information.
- Support patients with appointment changes, cancellations and queries, showing patience, empathy and the ability to manage challenging conversations.
- Work closely with the vascular access nursing team, demonstrating teamwork, reliability and the ability to follow clinical booking priorities.
- Maintain an efficient telephone service, ensuring calls are answered promptly and resolved effectively through confident problem‑solving and multitasking.
- Monitor waiting lists and booking processes, ensuring compliance with Trust policies and national standards.
- Use booking and transport systems to arrange transport for patients when required, showing flexibility and quick learning with digital systems.
About us
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.
Job responsibilities
Role summary
Working alongside the renal vascular access nursing team, the post holder will be expected to hold a booking service for the renal vascular access team and directorate. An up‑to‑date knowledge of renal theatre activity will be required to enable the post holder to make, amend and cancel renal theatre bookings and clinics, providing an effective and efficient service for the benefit of patients.
The post holder will be required to handle queries within the speciality as this will be a multi‑skilled role. The post holder will need a working knowledge of all theatre and clinic protocols and procedures, in addition to any specific standards required. Training and ongoing support for this will be provided within the renal vascular access nursing team, as well as through the post holder’s line manager.
The role will range from the registration of a new patient, engaging with and ensuring trust systems are accurately maintained, handling GP and renal patient queries for the directorate, admitting and discharging patients and ensuring trust policies are followed.
Duties will also include answering telephone calls from patients or GPs wishing to make or change appointments or making general enquiries.
Key working relationships
The post holder will liaise directly with the renal vascular access nursing team daily, patient access managers, directorate and departmental managers, clinicians, nurses and other colleagues within the department as well as GPs, visitors to the trust and other support services.
Main duties and responsibilities
- Answer the telephone in a courteous and pleasant manner.
- Deal professionally with enquiries in line with the standard operating procedures.
- Deal effectively with clinicians’ queries regarding patient appointments and theatre bookings.
- Ensure timely and effective booking of patients into the renal vascular access clinic, based on clinical priority, in collaboration with the renal vascular access nursing team. Work closely with other admin and clerical staff in locating and preparing patients’ notes for these clinics.
- After clinics have been completed, ensure timely outcomes on CareFlow for each patient.
- Ensure that any patient details changes are made at the time of the patient call/visit on CareFlow, to ensure their demographics are maintained and up to date.
- Ensure patient cancellations are updated on CareFlow, and the reason for the cancellation recorded immediately within the notes field.
- Ensure any cancellation, waiting list management or booking management policies are adhered to by reviewing and updating Patient Tracking List (PTL) and other booking process tools.
- Assist in recording any additional activity carried out by the vascular access team using CareFlow.
- Using the transport online booking system, assist the renal vascular access nursing team with booking patient transport when required for ad‑hoc appointments, theatre slots, and vascular access clinics.
- Ensure that any relevant information is communicated to clinical staff and clinic reception teams as appropriate.
- Maintain an audit trail for all referrals entering the department.
- Ensure that standards are met for patients receiving notification or acknowledgement of their procedures.
- Ensure accurate recording of workload and in turn the monitoring of individual progress towards the targets set.
- Work under pressure, demonstrating the ability to multitask, complete in‑depth problem solving, record data and information accurately, maintain excellent time‑keeping, always behave in a professional manner with both patients and colleagues.
Communication
- Answer complex enquiries both in person and on the telephone, from people who may have varying levels of ability to understand or whose first language is not English. Provide support to them via the interpretation service.
- Provide and receive complicated and sensitive information to patients about their in‑patient or out‑patient appointment and give explanations and instructions clearly and concisely where barriers to communication may exist, including challenging behaviour, learning disability and recent bereavement.
- Use empathy, tact and diplomacy in dealing with patients who may be hostile or antagonistic, often when their expectations are not met (e.g., waiting times to procedure dates, cancelled procedures).
- Answer internal and external telephone enquiries efficiently, from other members of staff, other departments, patients/relatives, GPs and other hospitals.
- Welcome visitors to the department and direct them to the appropriate member of staff.
Service delivery and improvement
- Follow department policies and procedures and contribute to procedural and process changes which improve departmental effectiveness.
- Work closely with the team to review working practices, identify new improved ways of working and find solutions to problems.
- Recommend changes to policies, procedures and department environment to enhance the department’s ability to provide optimum service to all customers.
People management and development
- Maintain up‑to‑date knowledge and skill levels in own area of work to ensure provision of the highest quality services.
- Contribute to an effective learning environment for the training and professional development of self. Responsible for maintaining, updating and improving own skills, knowledge and competencies, identifying education needs with line manager through appraisal, ensuring that those needs are addressed and completed.
- Patients are treated courteously, with empathy and respect.
- Patient referrals are processed in line with agreed standards, in order of receipt and clinical priority.
- Outpatient appointments and day case treatments will be booked within internal and national targets.
- The Patient Access Policy will be followed at all times.
The post holder will assist in working towards achieving key objectives for Renal bookings are maintain and identified as:
- Being a key point of contact for renal patients in relation to their vascular access.
- Introducing a patient focused booking programme.
- Having a comprehensive knowledge of all renal theatre procedures and utilisation of such knowledge to ensure patients are scheduled to the correct theatre slots.
- Ensuring the renal vascular access waiting list is accurately updated and maintained.
- Ensuring an efficient telephone service is maintained.
- Optimising theatre slot capacity.
Please see full job description and person specification attached.
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
Experience / Qualifications
- 5 GCSEs (A–C) or equivalent, including English and Maths.
- Keyboard skills to RSA level 3 or equivalent.
Skills
- Demonstrated knowledge and awareness of booking procedures and systems.
- Good level of literacy and numerical skills to read and record patient details and a range of information.
- Knowledge and awareness of confidentiality issues relating to the Data Protection Act.
- Experience working in a booking team.
- Experience working in a hospital environment.
People Management and Development
- Excellent interpersonal and communication skills, both written and oral.
- Able to act with tact and diplomacy with patients and staff of all levels.
- Able to communicate sensitive and complex information, taking consideration for barriers.
- Able to analyse and resolve problems with office equipment, including photocopiers, printers and fax machines.
Specific Requirements
- Able to plan work, set priorities, administer office systems and processes and deal with problems in a proactive fashion.
- Able to prioritise and manage a range of tasks and duties with competing demands.
- Able to work unsupervised.
- Able to assess facts to make judgements regarding telephone enquiries from the public or other departments. Use own judgement to independently assess enquiries as the first point of contact, considering a range of facts and situations.
Freedom to Act
- Works autonomously under supervision and follows standard procedures and practices.
Equality, Diversity, and 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)
£25,760 to £27,476 a yearpro rata for part time staff
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