Job summary
We are looking for new, enthusiastic staff to join our secretarial team. The role is particularly busy with a lot of variety. You will work in the same area as the consultants and often will deal with their queries and correspondence with them directly.
The secretarial role here is busy and varied. The team works well together and the days fly by!
The department is situated in the new Louisa Martindale Building.
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
Main duties of the job
You will need excellent time management skills, the ability to organise and prioritise work along with an understanding of, and commitment to, patient confidentiality.
You will carry out the production of clinic letters and other correspondence from the electronic dictation system (G2) including amending and sending letters, when approved/signed on a timely basis.
The ideal candidate will have NHS experience, secretarial experience and have excellent organisational skills.
There are many urgent telephone and email enquiries to the department which are dealt with in a professional manner by the secretarial team.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, 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 abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
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.
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
- Take initial receipt of all incoming correspondence and enquiries as appropriate.
- Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments.
- Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the Clinical Team
Job description
Job responsibilities
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.
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
- Take initial receipt of all incoming correspondence and enquiries as appropriate.
- Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments.
- Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the Clinical Team
Person Specification
Microsoft Word, Excel & Outlook experience
Essential
- Microsoft Word, Excel & Outlook experience
- Audio typing skills
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Ability to work as a team and work well with others
- Excellent communication skills including use of email & customer care experience
- (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
- Experience prioritising, organisational and time management skills
Desirable
- Knowledge of G2 digital dictation software
- Medical terminology
- Stress management skills/experience in busy working environment
- Experience of working within the NHS
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
Microsoft Word, Excel & Outlook experience
Essential
- Microsoft Word, Excel & Outlook experience
- Audio typing skills
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Ability to work as a team and work well with others
- Excellent communication skills including use of email & customer care experience
- (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
- Experience prioritising, organisational and time management skills
Desirable
- Knowledge of G2 digital dictation software
- Medical terminology
- Stress management skills/experience in busy working environment
- Experience of working within the NHS
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.
Employer details
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
Address
Louisa Martindale Building, Royal Sussex County Hospital
Eastern Road
Brighton
BN2 8DJ
Employer's website
https://www.uhsussex.nhs.uk/ (Opens in a new tab)
