Job summary
Provide comprehensive and effective administrative support to the Day Surgery and Main Theatres departments; troubleshooting and problem solving as required; provide admin support to the ophthalmic theatres to help ensure an efficient implementation of patient pathways and post-operative appointment arrangement; provide cover for the main theatre reception desk; participate in other administrative activities within the departments as appropriate such as stock takes, and data correction; the post requires a self-motivated individual able to work as part of a team.
Main duties of the job
Your main duties include, but aren't limited to, being the first port of call for all patients who come to the Day Surgery Unit for a procedure. This will involve checking them in, making sure they are comfortable, and answering any questions they may have regarding their visit. You will be tasked with maintaining the front of house area, creating a welcoming environment, while also dealing with any issues that arrive on your desk from different areas of the unit. These will include, but not be limited to, booking follow-on eye appointments for patients, receiving patient notes, building patient packs for the ophthalmic theatre, and general staff queries. You will need to provide cover for the Main Theatre Reception, which will involve booking patients on to the emergency theatre list, printing theatre list for the theatre teams, providing support to the other members of the admin team, and working with the theatre manager to problem solve issues that may arise on an ad hoc basis. The role is fluid and will likely not be the same from one day to the next.
You will become a part of a 3 person team in a warm and welcoming environment. You will have tasks to complete as part of a team, but there will be other tasks to complete independently of others. We are a patient facing area so there is a need for cleanliness and professionalism, but we also encourage people to be themselves.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, 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 2) and a Veteran Aware Trust. 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 - 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. We look forward to receiving your application and the start of your journey with UHSussex.
Job description
Job responsibilities
Main Duties and Responsibilities
Communication
- To greet patients in an efficient and friendly manner
- To send out follow-up appointments for those unable to be booked at the time of admission, as applicable
- Liaise with the appropriate consultants secretary and/or outpatient clinics if unable to book a follow-up appointment
- Notify appropriate nursing staff in advance of any problems, whilst still seeking to rectify them yourself
- Deal with telephone calls in a competent and friendly manner
- Attend departmental meeting as arranged
- Participate in the training and induction of new staff
- Assist with investigations into complaints
- Support the nursing staff by collating routine paperwork required for patient admission
- Proactively manage any problems and inform relevant parties of the issues and the actions needed/taken
Service Delivery and Improvement
- To book patients into PAS and check current details on the system are accurate
- To provide a comprehensive list of all daily cancelled operations to your line manager
- To arrange post-operative follow-up appointments, when requested by nursing staff, for patients being treated in the Day Surgery Department
- Record notes into, and out of, the department using the patient tracking system
- Follow medical records procedures regarding patient paperwork and hospital identification numbers
- Ensure all appropriate patients case notes are available in the department at least 48 hours prior to the admission date
- Source and collect patient case notes required at short notice
- Print theatre lists as required by the Day Surgery Department
- Ensure the Day Surgery Unit ward profile on PAS in kept correct and up to date
- Discharge/transfer patients as required
- Other reasonable duties pertaining to the smooth running of the department
- To book patients onto emergency theatre lists as and when required
People Management and Development
- Be able to make adjustments to patient details as required, in line with Trust policy
- To be the first point of contact for patients and their families during difficult times, maintaining a calm and welcoming manner while being knowledgeable and helpful
- Maintain confidentiality of information about patients, staff and any other sensitive information
- To be an integral part of delivering a comprehensive support network for the ophthalmic team, making sure all patients scheduled for operations have all the relevant paperwork in place so the ophthalmology team can deliver a smooth transition from waiting room to theatres.
- To provide a robust support to ophthalmology to achieve optimal patient comfort while also making sure there is minimal administrative work for the theatre team
Patient Care Delivery
- Deal with general enquiries from staff and outside sources in person, over the telephone, and via email.
- Communicate regularly with reps in the department, directing and assisting where necessary.
- Maintain confidentiality at all times when filling out Datix forms, conducting patient transfers, correcting Bluespier/Careflow issues, Etc.
Learning and Development
- Attend mandatory training updates as required.
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Identify own learning needs and jointly plan training requirements with your line manager
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Job description
Job responsibilities
Main Duties and Responsibilities
Communication
- To greet patients in an efficient and friendly manner
- To send out follow-up appointments for those unable to be booked at the time of admission, as applicable
- Liaise with the appropriate consultants secretary and/or outpatient clinics if unable to book a follow-up appointment
- Notify appropriate nursing staff in advance of any problems, whilst still seeking to rectify them yourself
- Deal with telephone calls in a competent and friendly manner
- Attend departmental meeting as arranged
- Participate in the training and induction of new staff
- Assist with investigations into complaints
- Support the nursing staff by collating routine paperwork required for patient admission
- Proactively manage any problems and inform relevant parties of the issues and the actions needed/taken
Service Delivery and Improvement
- To book patients into PAS and check current details on the system are accurate
- To provide a comprehensive list of all daily cancelled operations to your line manager
- To arrange post-operative follow-up appointments, when requested by nursing staff, for patients being treated in the Day Surgery Department
- Record notes into, and out of, the department using the patient tracking system
- Follow medical records procedures regarding patient paperwork and hospital identification numbers
- Ensure all appropriate patients case notes are available in the department at least 48 hours prior to the admission date
- Source and collect patient case notes required at short notice
- Print theatre lists as required by the Day Surgery Department
- Ensure the Day Surgery Unit ward profile on PAS in kept correct and up to date
- Discharge/transfer patients as required
- Other reasonable duties pertaining to the smooth running of the department
- To book patients onto emergency theatre lists as and when required
People Management and Development
- Be able to make adjustments to patient details as required, in line with Trust policy
- To be the first point of contact for patients and their families during difficult times, maintaining a calm and welcoming manner while being knowledgeable and helpful
- Maintain confidentiality of information about patients, staff and any other sensitive information
- To be an integral part of delivering a comprehensive support network for the ophthalmic team, making sure all patients scheduled for operations have all the relevant paperwork in place so the ophthalmology team can deliver a smooth transition from waiting room to theatres.
- To provide a robust support to ophthalmology to achieve optimal patient comfort while also making sure there is minimal administrative work for the theatre team
Patient Care Delivery
- Deal with general enquiries from staff and outside sources in person, over the telephone, and via email.
- Communicate regularly with reps in the department, directing and assisting where necessary.
- Maintain confidentiality at all times when filling out Datix forms, conducting patient transfers, correcting Bluespier/Careflow issues, Etc.
Learning and Development
- Attend mandatory training updates as required.
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
- Identify own learning needs and jointly plan training requirements with your line manager
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person Specification
Job Specifications
Essential
- Passing grade in GCSE maths and English or equivalent
- A working knowledge of Microsoft Office (Excel, Word, etc)
- Experience in a patient or customer facing environment
Desirable
- Experience working in the NHS
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Job Specifications
Essential
- Passing grade in GCSE maths and English or equivalent
- A working knowledge of Microsoft Office (Excel, Word, etc)
- Experience in a patient or customer facing environment
Desirable
- Experience working in the NHS
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles
- 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.
