Job summary
To provide efficient administrative support to the University Hospitals Sussex Speech & Language Therapy team, based St Richard's Hospital & Worthing Hospital.
Main duties of the job
You will assist to provide comprehensive administrative support for the Acute Speech & Language Therapy team.
The successful candidate must possess excellent communication skills, will be competent with the use of MS office and when required, be proficient using other internal trust systems. The post holder should have excellent typing skills. They will also be required to perform general office duties including answering phone calls, opening post, filing, photocopying, accurately proof reading documents and entering data onto department databases.
The post holder will type clinic/admin letters receive enquiries from patients and staff, using initiative to take appropriate action and escalate when necessary. They will be required to demonstrate the ability to organise their workload and to make decisions and take action in accordance with departmental policies.
About us
Join us atUHSussex, every day is different, you can be the change, better neverstops
AtUHSussexwe're proud to be at the heart of the NHS. As one of theUK'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.
Improving lives:We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First.Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex.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 ourwellbeing programmefor staff which is extensive and designed to support you when you need itbecausewe know that to look after others we must first look after ourselves.
Build a career with us: 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
Job description
Job responsibilities
- Typing of various clinical letters as appropriate within the specialty and other correspondence from audio dictation using Bighand/Word/Office Automation and Evolve.
- Scanning documentation to Evolve.
- Responding to patient queries and booking patient appointments.
- Distribute incoming post on a regular basis.
- Prioritising work according to changing demands.
- To ensure that case notes are tidy with all correspondence filed appropriately and carried out on a regular basis (both paper and electronic format)
- To use and obtain information from the Patient Administration Systems
- To maintain good communication with the Speech & Language Therapy team, liaise with Consultants, Nursing, Management, support staff and all other staff, as well as patients, outside professions and members of the public.
- Liaising with telephone enquiries from relatives, GPs and other departments within and outside of the Trust.
- To liaise with all admin staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member for annual leave and sickness, as required and as directed by line manager.
- To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
- Submit requests for rooms and help organise team members' calendars.
- To take minutes at departmental meetings.
- Submit clinic change requests to cancel/add/change clinics when required.
Job description
Job responsibilities
- Typing of various clinical letters as appropriate within the specialty and other correspondence from audio dictation using Bighand/Word/Office Automation and Evolve.
- Scanning documentation to Evolve.
- Responding to patient queries and booking patient appointments.
- Distribute incoming post on a regular basis.
- Prioritising work according to changing demands.
- To ensure that case notes are tidy with all correspondence filed appropriately and carried out on a regular basis (both paper and electronic format)
- To use and obtain information from the Patient Administration Systems
- To maintain good communication with the Speech & Language Therapy team, liaise with Consultants, Nursing, Management, support staff and all other staff, as well as patients, outside professions and members of the public.
- Liaising with telephone enquiries from relatives, GPs and other departments within and outside of the Trust.
- To liaise with all admin staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member for annual leave and sickness, as required and as directed by line manager.
- To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
- Submit requests for rooms and help organise team members' calendars.
- To take minutes at departmental meetings.
- Submit clinic change requests to cancel/add/change clinics when required.
Person Specification
Qualifications
Essential
- GCSE A-C or educated to NVQ level 2/3 or equivalent level of experience
- NVQ/NCFE Level 4, BTEC or equivalent
- OCR (RSA) level 3 in administration or equivalent
- Previous experience and knowledge of an appointment system for a service
- Audio and Copy typing
Desirable
Knowledge and Experience
Essential
- Clinical admin experience working in a multifaceted team
- Audiotyping
Desirable
- Previous experience as a support secretary
Person Specification
Qualifications
Essential
- GCSE A-C or educated to NVQ level 2/3 or equivalent level of experience
- NVQ/NCFE Level 4, BTEC or equivalent
- OCR (RSA) level 3 in administration or equivalent
- Previous experience and knowledge of an appointment system for a service
- Audio and Copy typing
Desirable
Knowledge and Experience
Essential
- Clinical admin experience working in a multifaceted team
- Audiotyping
Desirable
- Previous experience as a support secretary
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
