Job summary
We are looking for an experienced Medical Secretary to work within the Respiratory department. You will be based in the Louisa Martindale Building, Eastern Road, Brighton.
Duties include: - to provide a comprehensive and efficient secretarial and administrative service to clinicians other members of the clinical teams to allow the smooth and efficient performance of their duties within the Respiratory Medicine Department. To ensure all work is prioritised according to the demands of the service.
Managing own workload and acting on an independent basis as required by an experienced Medical Secretary.
To ensure the secretarial service is seamless by providing appropriate cover to support the demands and needs of service areas.
Main duties of the job
To provide a comprehensive and efficient secretarial and administrative service to Respiratory Consultants , ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as required by an experienced Medical Secretary.
You must have excellent interpersonal skills and be able to communicate with NHS colleagues, patients and relatives by email, telephone and face to face.
You must be able to priorities your workload, be good at time management and have the ability to meet deadlines.
You must be adaptable and have the ability to embrace change.
Knowledge of working in a hospital environment or similar environment is desirable but not essential.
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 ourWellbeing Programmefor 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.
Candidate information pack - University Hospitals Sussex NHS Foundation Trust
Job description
Job responsibilities
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and members of the clinic teams. Time management and prioritising workloads are essential requirements.
- To be responsible for dealing with telephone calls from parents/carers/guardians, medical staff, allied healthcare professionals and departments within the Respiratory Medicine Department, UH Sussex NHS Trust and other third party healthcare providers.
- Using tact, diplomacy, reassurance and discretion, exchange verbal and written information with parents/carers/guardians, medical staff, allied healthcare professionals and departments regarding future management.
- To assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity.
- To maintain office filing systems and storage of information to meet the needs of the service including uploading documents to Panda and the electronic document management system (eDMS).
- To use UH Sussex Trust Patient Administration System (Careflow) for the retrieval/tracking of patient information/medical records.
- Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Undertake filing, sending and receiving emails and composition of letters as required.
- To be efficient in the use of email, word and excel. There will also be the requirement to use the Trust and departmental database for which training will be given.
- Comply explicitly with the Trust policies and procedures.
- Assist other team members in times of absence.
To undertake secretarial duties as requested by the Secretarial Supervisor covering the needs of the service.
Job description
Job responsibilities
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and members of the clinic teams. Time management and prioritising workloads are essential requirements.
- To be responsible for dealing with telephone calls from parents/carers/guardians, medical staff, allied healthcare professionals and departments within the Respiratory Medicine Department, UH Sussex NHS Trust and other third party healthcare providers.
- Using tact, diplomacy, reassurance and discretion, exchange verbal and written information with parents/carers/guardians, medical staff, allied healthcare professionals and departments regarding future management.
- To assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity.
- To maintain office filing systems and storage of information to meet the needs of the service including uploading documents to Panda and the electronic document management system (eDMS).
- To use UH Sussex Trust Patient Administration System (Careflow) for the retrieval/tracking of patient information/medical records.
- Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Undertake filing, sending and receiving emails and composition of letters as required.
- To be efficient in the use of email, word and excel. There will also be the requirement to use the Trust and departmental database for which training will be given.
- Comply explicitly with the Trust policies and procedures.
- Assist other team members in times of absence.
To undertake secretarial duties as requested by the Secretarial Supervisor covering the needs of the service.
Person Specification
Communication/Skills/Experience/Equality & Diversity
Essential
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Excellent writing skills including accurate typing skills, grammar and punctuation skills
- Microsoft word, excel, outlook experience
- Ability to work as a team/job share and work well with others
- English GCSE A-C or equivalent
- NHS Experience
- Secretarial Experience (10 points medical secretarial/7 points secretarial)
- Experience prioritising, organisational and time management skills
- Stress management skills/experience in busy working environment
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
- Experience of office work/reception work
- Customer Care/patient care skills
Desirable
- Knowledge of digital dictation software
- RSA Stage 3 typing or equivalent experience/qualification
- Experience of Respiratory Medicine
- Medical terminology (Respiratory)
- Enthusiasm for working in the NHS/UHSx/Respiratory
- Experience in respiratory related specialty
- Medical Secretaries Diploma or equivalent qualification/experience
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
Communication/Skills/Experience/Equality & Diversity
Essential
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Excellent writing skills including accurate typing skills, grammar and punctuation skills
- Microsoft word, excel, outlook experience
- Ability to work as a team/job share and work well with others
- English GCSE A-C or equivalent
- NHS Experience
- Secretarial Experience (10 points medical secretarial/7 points secretarial)
- Experience prioritising, organisational and time management skills
- Stress management skills/experience in busy working environment
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
- Experience of office work/reception work
- Customer Care/patient care skills
Desirable
- Knowledge of digital dictation software
- RSA Stage 3 typing or equivalent experience/qualification
- Experience of Respiratory Medicine
- Medical terminology (Respiratory)
- Enthusiasm for working in the NHS/UHSx/Respiratory
- Experience in respiratory related specialty
- Medical Secretaries Diploma or equivalent qualification/experience
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.
Employer details
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
Address
Louisa Martindale Building, Royal Sussex County Hospital
Eastern Road
Brighton
BN2 5BF
Employer's website
https://www.uhsussex.nhs.uk/ (Opens in a new tab)
