Job summary
We have an exciting opportunity which has arisen in the Women and Children's Division for a Speciality Co-ordinator in Obstetrics and Gynaecology 37.5 hours per week Monday to Friday on a 8 months fixed term contact or secondment to cover Maternity Leave.
This role provides an opening for enthusiastic individual who wishes to broaden their horizons in managing administration. The position requires an individual who puts the patient first and seeks opportunities to develop the service and themselves in order to improve systems and processes to meet Trust targets and values.
Main duties of the job
To manage a full administrative service for the Consultants, designated medical staff and Specialist Nurses and provide an efficient and effective secretarial service. To act as first point of contact for all forms of communication for the Consultants and their team. To monitor the timetable of the consultant team, taking an overview of the co-ordination of inpatient and outpatient commitments. To communicate appointment and admission related information to patients and/or carers. To support the administrative pathway ensuring patients are seen within the mandatory waiting time targets.
About us
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We're here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme,for staff which is extensive & designed to support you when you need it, including where possible, flexible working to support work life balance - 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 & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop.We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
Communication
Service Delivery and Improvement
- Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required.
- To assist the Obstetric and Gynaecolog Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas.
- Manage and prioritise own workload and to be able to work independently.
- Type complex medical documents.
- Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
- Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
- Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.
Patient Care Delivery
- To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
- Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis.
- Co-ordinate professional diaries for key staff.
- Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.
-- Please see Job Description & Person Specs for further info --
Job description
Job responsibilities
Communication
Service Delivery and Improvement
- Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required.
- To assist the Obstetric and Gynaecolog Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas.
- Manage and prioritise own workload and to be able to work independently.
- Type complex medical documents.
- Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
- Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
- Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.
Patient Care Delivery
- To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
- Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis.
- Co-ordinate professional diaries for key staff.
- Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.
-- Please see Job Description & Person Specs for further info --
Person Specification
Qualifications
Essential
- 5 GCSE A-C grades or equivalent including English and Maths
- VRQ Vocational Level 3 or 4 or equivalent qualification
- Advanced knowledge of Microsoft Office Packages
Desirable
- Medical Secretarial qualification
- Previous experience of working in a similar role within a healthcare services
- Secretarial/PA qualification
Skills
Essential
- Excellent knowledge of a full range of secretrarial procedures
- Experience of establishing efficient office systems and processes
- Excellent communication skills (both verbal and written)
- Resilient
- Patient focused
- Resilience
- Excellent attention to detail and meeting deadlines
- Flexibility and adaptability to changing situations
- Friendly manner
- Proven organisation skills to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- Self-motivated and ability to work without supervision
- Ability to work to deadlines and meet conflicting demands
Desirable
- Audio typing and experience of digital dictation systems
- At least 2 years experience as a Medical Secretary
- Knowledge of PAS systems
- Managing challenging behaviour
People Management and Development
Essential
- Able to help others and recommend best course of action
- Adapt to changing situations within the team
- Able to communicate with a wide variety of stakeholders
- Putting the Patient First
Desirable
- oAbility to build effective working relationships
- oAble to motivate and influence others
Specific Requirements
Essential
- Ability to use own judgement/initiative to problem solve and adapt to changing situations
- Recognise abnormal results and bring to the attention of the Consultant
- Excellent keyboard skills
- Able to maintain confidentiality in accordance with the Data Protection Act
- Able to manage own workload and work independently escalating concerns or areas of improvement
- Able to concentrate when work pattern is unpredictable and where there are frequent interruptions
- Understand the appropriate escalation of problems/concerns to line manager or medical staff
- Ability to contribute to update policies
Freedom to Act
Essential
- Ability to work on own initiative and as part of a team
- Positive contribution to change to enhance patient pathway experience and outcome
- Ability to recognise training needs
Equality, Diversity & Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role
Person Specification
Qualifications
Essential
- 5 GCSE A-C grades or equivalent including English and Maths
- VRQ Vocational Level 3 or 4 or equivalent qualification
- Advanced knowledge of Microsoft Office Packages
Desirable
- Medical Secretarial qualification
- Previous experience of working in a similar role within a healthcare services
- Secretarial/PA qualification
Skills
Essential
- Excellent knowledge of a full range of secretrarial procedures
- Experience of establishing efficient office systems and processes
- Excellent communication skills (both verbal and written)
- Resilient
- Patient focused
- Resilience
- Excellent attention to detail and meeting deadlines
- Flexibility and adaptability to changing situations
- Friendly manner
- Proven organisation skills to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- Self-motivated and ability to work without supervision
- Ability to work to deadlines and meet conflicting demands
Desirable
- Audio typing and experience of digital dictation systems
- At least 2 years experience as a Medical Secretary
- Knowledge of PAS systems
- Managing challenging behaviour
People Management and Development
Essential
- Able to help others and recommend best course of action
- Adapt to changing situations within the team
- Able to communicate with a wide variety of stakeholders
- Putting the Patient First
Desirable
- oAbility to build effective working relationships
- oAble to motivate and influence others
Specific Requirements
Essential
- Ability to use own judgement/initiative to problem solve and adapt to changing situations
- Recognise abnormal results and bring to the attention of the Consultant
- Excellent keyboard skills
- Able to maintain confidentiality in accordance with the Data Protection Act
- Able to manage own workload and work independently escalating concerns or areas of improvement
- Able to concentrate when work pattern is unpredictable and where there are frequent interruptions
- Understand the appropriate escalation of problems/concerns to line manager or medical staff
- Ability to contribute to update policies
Freedom to Act
Essential
- Ability to work on own initiative and as part of a team
- Positive contribution to change to enhance patient pathway experience and outcome
- Ability to recognise training needs
Equality, Diversity & Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role
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.
