Job summary
If you have highly effective secretarial and audio typing skills there is an opportunity to join the Obstetric and Gynaecology Admin Team as a Support Secretary supporting the Speciality Co-ordinators and the rest of the Team.
The role includes supporting booking of Gynaecological diagnostic procedure appointments forpatients in line with national targets.
Main duties of the job
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and medical staff.
Previous secretarial/administration experience and excellent audio typing skills are essential. Knowledge of medical terminology is desirable but not essential. Support the Division by providing an effective booking provision for Gynaecological diagnostic procedures. To make available an efficient and reliable service to book patients' appointments in line with national targets. Ensure the smooth running of clinics by rescheduling, ensuring maximum utilisation, booking in turn, whilst maintaining waiting lists in line with Government targets.
Our ideal candidate will be flexible and adaptable and willing to work as part of our busy but supportive Team.
If you think you have the qualities to fill this post then we would like to hear from you.
Training and support will be given to the successful candidate.
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
www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
- Typing of clinic letters as appropriate within the specialty and other correspondence from audio dictation (Big Hand) using Word.
- Support the Division by providing an effective booking provision for Gynaecological diagnostic procedures. To make available an efficient and reliable service to book patients appointments in line with national targets. Ensure the smooth running of clinics by rescheduling, ensuring maximum utilisation, booking in turn, whilst maintaining waiting lists in line with Government targets.
- Prioritising work according to changing demands.
- Presenting pathology, laboratory and X-ray reports to Consultants or Clinical Team.
- To ensure that filing/scanning is carried out on a regular basis onto the patient electronic notes system (Evolve).
- To use and obtain information from the Patient Administration System (Careflow).
- To maintain good communication with the Consultants, their supporting staff and other staff within the department, as well as patients and members of the public.
- Dealing with telephone enquiries from patients, relatives, GPs and other departments within the Trust and other hospitals.
- To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
- To liaise with other secretarial staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member.
- To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public.
- Providing cover for annual leave and sickness, as required within the Division and as directed by the Lead Speciality Co-ordinator.
- Using systems on a daily basis, including Bighand, Careflow, Evolve and Microsoft Office on a daily basis.
Job description
Job responsibilities
- Typing of clinic letters as appropriate within the specialty and other correspondence from audio dictation (Big Hand) using Word.
- Support the Division by providing an effective booking provision for Gynaecological diagnostic procedures. To make available an efficient and reliable service to book patients appointments in line with national targets. Ensure the smooth running of clinics by rescheduling, ensuring maximum utilisation, booking in turn, whilst maintaining waiting lists in line with Government targets.
- Prioritising work according to changing demands.
- Presenting pathology, laboratory and X-ray reports to Consultants or Clinical Team.
- To ensure that filing/scanning is carried out on a regular basis onto the patient electronic notes system (Evolve).
- To use and obtain information from the Patient Administration System (Careflow).
- To maintain good communication with the Consultants, their supporting staff and other staff within the department, as well as patients and members of the public.
- Dealing with telephone enquiries from patients, relatives, GPs and other departments within the Trust and other hospitals.
- To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
- To liaise with other secretarial staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member.
- To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public.
- Providing cover for annual leave and sickness, as required within the Division and as directed by the Lead Speciality Co-ordinator.
- Using systems on a daily basis, including Bighand, Careflow, Evolve and Microsoft Office on a daily basis.
Person Specification
Experience/Qualifications
Essential
- GCSE or equivalent in English and Maths
Desirable
- RSA II typing/word processing or equivalent
- RSA III typing/word processing or equivalent
Specific Requirements
Essential
- Proven organisational skills.
- Ability to prioritise workload and work to deadlines.
- Ability to multi-task.
- Ability to maintain patient confidentiality.
Desirable
- Maintain a tidy work area.
- Experience of working with IT System.
Skills
Essential
- Accurate audio typing. Good numeracy and literacy skills.
- Effective and accurate keyboard skill.
- Good knowledge of MS Office.
- Office experience.
- Excellent communication skills.
Desirable
- Previous secretarial experience in acute/healthcare setting.
- Understanding/ experience of medical terminology.
- Understanding of the Hospital environment.
People Managment and Development
Essential
- Ability to develop and maintain supportive relationships within the team.
- Flexibility and adaptability to changing situations.
- Ability to deal with challenging situations with empathy/tact/diplomacy.
Desirable
- oPrevious experience of working as part of a team.
Freedom to Act
Essential
- Ability to use own judgement/initiative.
- Ability to problem solve and adapt to changing situations.
- Ability to reflect on own work/accept and manage change.
Equality, Diversity & Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role)
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Experience/Qualifications
Essential
- GCSE or equivalent in English and Maths
Desirable
- RSA II typing/word processing or equivalent
- RSA III typing/word processing or equivalent
Specific Requirements
Essential
- Proven organisational skills.
- Ability to prioritise workload and work to deadlines.
- Ability to multi-task.
- Ability to maintain patient confidentiality.
Desirable
- Maintain a tidy work area.
- Experience of working with IT System.
Skills
Essential
- Accurate audio typing. Good numeracy and literacy skills.
- Effective and accurate keyboard skill.
- Good knowledge of MS Office.
- Office experience.
- Excellent communication skills.
Desirable
- Previous secretarial experience in acute/healthcare setting.
- Understanding/ experience of medical terminology.
- Understanding of the Hospital environment.
People Managment and Development
Essential
- Ability to develop and maintain supportive relationships within the team.
- Flexibility and adaptability to changing situations.
- Ability to deal with challenging situations with empathy/tact/diplomacy.
Desirable
- oPrevious experience of working as part of a team.
Freedom to Act
Essential
- Ability to use own judgement/initiative.
- Ability to problem solve and adapt to changing situations.
- Ability to reflect on own work/accept and manage change.
Equality, Diversity & Inclusion
Essential
- 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.
