Job summary
This role provides essential secretarial and administrative support to the Emergency Floor, reporting to the Specialty Coordinator. You will be responsible for managing clinical correspondence and referrals, maintaining patient records, tracking outstanding investigations, and ensuring timely communication of information to support patient care.
The role involves working closely with Consultants, Junior Doctors, Senior Nurses, and Ward Clerks to deliver efficient administrative processes and assist in the smooth day-to-day operation of the department. You will also support the preparation and distribution of documentation and minutes for departmental meetings and contribute to maintaining high standards of record keeping and patient confidentiality.
Main duties of the job
Administrative and Secretarial Support
- Provide administrative and secretarial support to the Emergency Floor team, including Consultants, Junior Doctors, Senior Nursing staff, and Ward Clerks, under the supervision of the Specialty Coordinator.
Communication and Liaison
- Act as a point of contact for the department, handling telephone, email, and in-person enquiries professionally, sensitively, and with empathy where needed, particularly when dealing with distressed patients or relatives
Meeting and Record Management
- Support the smooth running of departmental meetings, ensuring meeting invites, Teams links, agendas, and papers are circulated in advance, and accurate minutes are documented and distributed after approval.
- Update and maintain departmental action logs, ensuring progress is tracked and outstanding actions are followed up as directed.
Operational Support
- Monitor and maintain supplies of forms, stationery, and other administrative resources, ensuring areas remain tidy and well-stocked.
- Assist with uploading, filing, scanning, and archiving of patient documentation, following Trust processes for electronic and paper records
Professional Conduct and Development
- Demonstrate behaviours in line with Trust values at all times, treating colleagues, patients, and visitors with professionalism, courtesy, and respect.
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
Administrative and Secretarial Support
- Provide administrative and secretarial support to the Emergency Floor team, including Consultants, Junior Doctors, Senior Nursing staff, and Ward Clerks, under the supervision of the Specialty Coordinator.
- Type clinical correspondence and referrals using audio dictation, ensuring they are checked, amended, distributed, and uploaded to electronic systems in a timely and accurate manner.
- Maintain and organise patient records and documentation, ensuring completeness, accuracy, and confidentiality at all times.
- Track and chase outstanding investigations and diagnostic results, updating relevant systems such as the Virtual Ward and communicating outcomes to appropriate team members.
- Assist in the preparation, collation, and distribution of agendas and meeting papers, take clear minutes and maintain action logs for departmental meetings as required.
Communication and Liaison
- Act as a point of contact for the department, handling telephone, email, and in-person enquiries professionally, sensitively, and with empathy where needed, particularly when dealing with distressed patients or relatives.
- Liaise effectively with internal teams and external contacts to facilitate smooth information flow, including Medical Records, Clinical Governance, IT, and other administrative staff.
- Escalate complex or urgent issues appropriately to senior staff.
- Support patients and families with routine administrative queries, signposting or referring to clinical teams where necessary.
Meeting and Record Management
- Support the smooth running of departmental meetings, ensuring meeting invites, Teams links, agendas, and papers are circulated in advance, and accurate minutes are documented and distributed after approval.
- Update and maintain departmental action logs, ensuring progress is tracked and outstanding actions are followed up as directed.
Operational Support
- Monitor and maintain supplies of forms, stationery, and other administrative resources, ensuring areas remain tidy and well-stocked.
- Assist with uploading, filing, scanning, and archiving of patient documentation, following Trust processes for electronic and paper records.
- Maintain awareness of and contribute to ongoing departmental audits and quality improvement initiatives by providing administrative support as required.
- Provide cover and support to Ward Clerks and other administrative colleagues to maintain continuity of service during periods of absence.
Professional Conduct and Development
- Demonstrate behaviours in line with Trust values at all times, treating colleagues, patients, and visitors with professionalism, courtesy, and respect.
- Undertake mandatory and role-specific training, engaging in appraisal and supervision processes to identify and work towards personal development goals.
- Contribute to creating a positive and collaborative working environment and support the effective functioning of the Emergency Floors administrative service
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Job description
Job responsibilities
Administrative and Secretarial Support
- Provide administrative and secretarial support to the Emergency Floor team, including Consultants, Junior Doctors, Senior Nursing staff, and Ward Clerks, under the supervision of the Specialty Coordinator.
- Type clinical correspondence and referrals using audio dictation, ensuring they are checked, amended, distributed, and uploaded to electronic systems in a timely and accurate manner.
- Maintain and organise patient records and documentation, ensuring completeness, accuracy, and confidentiality at all times.
- Track and chase outstanding investigations and diagnostic results, updating relevant systems such as the Virtual Ward and communicating outcomes to appropriate team members.
- Assist in the preparation, collation, and distribution of agendas and meeting papers, take clear minutes and maintain action logs for departmental meetings as required.
Communication and Liaison
- Act as a point of contact for the department, handling telephone, email, and in-person enquiries professionally, sensitively, and with empathy where needed, particularly when dealing with distressed patients or relatives.
- Liaise effectively with internal teams and external contacts to facilitate smooth information flow, including Medical Records, Clinical Governance, IT, and other administrative staff.
- Escalate complex or urgent issues appropriately to senior staff.
- Support patients and families with routine administrative queries, signposting or referring to clinical teams where necessary.
Meeting and Record Management
- Support the smooth running of departmental meetings, ensuring meeting invites, Teams links, agendas, and papers are circulated in advance, and accurate minutes are documented and distributed after approval.
- Update and maintain departmental action logs, ensuring progress is tracked and outstanding actions are followed up as directed.
Operational Support
- Monitor and maintain supplies of forms, stationery, and other administrative resources, ensuring areas remain tidy and well-stocked.
- Assist with uploading, filing, scanning, and archiving of patient documentation, following Trust processes for electronic and paper records.
- Maintain awareness of and contribute to ongoing departmental audits and quality improvement initiatives by providing administrative support as required.
- Provide cover and support to Ward Clerks and other administrative colleagues to maintain continuity of service during periods of absence.
Professional Conduct and Development
- Demonstrate behaviours in line with Trust values at all times, treating colleagues, patients, and visitors with professionalism, courtesy, and respect.
- Undertake mandatory and role-specific training, engaging in appraisal and supervision processes to identify and work towards personal development goals.
- Contribute to creating a positive and collaborative working environment and support the effective functioning of the Emergency Floors administrative service
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
Person Specification
Essential and Desirable
Essential
- CSE's C or above in English and Maths and/or equivalent level of knowledge & experience.
Desirable
- Medical Secretarial qualification
Equality, Diversity, and 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
Essential and Desirable
Essential
- CSE's C or above in English and Maths and/or equivalent level of knowledge & experience.
Desirable
- Medical Secretarial qualification
Equality, Diversity, and 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.
