Job summary
This Neuro Radiology Secretary is an important and valued member of the Neuro Radiology Team. The post holder provides much needed administrative support to the Neuro Radiologists, Radiographers and nurses working alongside one other Neuro Radiology Secretary.
This is an exciting time to join the Radiology Department - the team has recently moved in to the new Louisa Martindale Building, where this post is based.
You will be given full training for this position and be supported by your peers and line manager.
Main duties of the job
This is a busy role during which the post holder will be expected to undertake;
- Diary management
- Audio typing
- Process annual and study leave requests
- Write weekly rotas
- Monitor inboxes
- Book patient appointments
- Answering telephone queries
Full training will be provided for all aspects of the role. Once trained you will be expected to work independently within the team of Imaging Secretaries.
About us
Join us at UHSussex, every day is different, you can be the change, better never stops
At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our 'where better never stops' motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. 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 our wellbeing programme for 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.
Build a career with us: 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
Job description
Job responsibilities
- Provide a full range of secretarial support to Diagnostic Consultant Neuroradiologists. Duties will include diary management, typing of reports, letters, general correspondence, presentations and taking and distributing minutes.
- Provide assistance with annual and study leave management and ensuring relevant calendars are up-to-date.
- Dealing with staff and patient queries in an efficient and confidential way.
- Typing letters and reports. Type and dispatch reports to both clinicians and GPs within strict guidelines having the ability to use own initiative and discretion to ensure all x-ray reports of patients who require urgent treatment are brought to the immediate attention of the relevant clinician and GP.
- Use Radiology Information System (CRIS) to identify reports that need printing if not generated automatically by CRIS.
- Organising diagnostic fluoroscopic procedures.
- Organise external referrals and facilitate reporting on external scans by liaising with PACS.
- Processing diagnostic imaging requests
- Dealing with email, telephone and walk in queries and general correspondence.
- Organise external referrals and facilitate reporting on external scans by liaising with PACS.
- Deal efficiently with all staff and patient enquiries by phone, letter, fax or in person, acting on own initiative and with tact and diplomacy at all times. Ensure that all messages are relayed as quickly as possible to the appropriate staff. Handle confidential, sensitive and often highly complex information effectively and efficiently on a regular basis.
- Have a sound knowledge of medical terminology.
- To possess and maintain excellent, fast, accurate touch typing keyboard skills.
- Organise and prioritise own workload to ensure all problems and queries are dealt with quickly and efficiently in a pleasant and courteous manner.
- Act as a Point of contact for anyone seeking the neuroradiology team.
- Covering Interventional neuroradiology secretary in their absence.
- Organise meetings including venue, catering arrangements and presentation equipment. Assist with any associated paperwork. Liaise with attendees. Take minutes of departmental meetings as required, type and distribute them.
- Arranging and organising lists for multiple diagnostic clinicoradiological meetings.
- Organise day to day co-ordination of departmental rotas and on call rotas.
- MDM Imaging co-ordinator: to arrange for and ensure all relevant imaging is available for all neuroradiologal MDMs - skull base , neuro-oncology, pituitary, low grade glioma, neurology, CSF, MS and other MDMs. Work closely with PACS team to arrange for IEP when necessary.
- Providing secretarial support to the clinical lead and statistics where necessary.
- Train and develop the new Patient Administration System.
- Work with PACS team to generate departmental statistics for workload and provide support to outsource backlog and keep records.
- Point of contact for the training lead and trainees organising appraisals and educational events including teaching and any departmental meetings.
- Point of contact for the Clinical Governance lead to arrange regular meetings, manage database and send minutes.
- Being responsible for a large majority of the departments report typing in addition to typing and recording all extra waiting list work and managing database.
- Providing secretarial support to any future diagnostic Neuroradiologists within the department.
- The post holder will be expected to work in a collaboratively with the other Neuro Radiology secretary and wider Imaging Secretarial Team.
- Undertake annual Appraisal, Mandatory Training and Personal Development.
- Ensure confidentiality is maintained at all times and adherence to Caldicott and the Data Protection Act. Full accurate records of relevant information are documented.
- Any other duties commensurate with the grade of this post including adherence to appropriate Trust policies.
Job description
Job responsibilities
- Provide a full range of secretarial support to Diagnostic Consultant Neuroradiologists. Duties will include diary management, typing of reports, letters, general correspondence, presentations and taking and distributing minutes.
- Provide assistance with annual and study leave management and ensuring relevant calendars are up-to-date.
- Dealing with staff and patient queries in an efficient and confidential way.
- Typing letters and reports. Type and dispatch reports to both clinicians and GPs within strict guidelines having the ability to use own initiative and discretion to ensure all x-ray reports of patients who require urgent treatment are brought to the immediate attention of the relevant clinician and GP.
- Use Radiology Information System (CRIS) to identify reports that need printing if not generated automatically by CRIS.
- Organising diagnostic fluoroscopic procedures.
- Organise external referrals and facilitate reporting on external scans by liaising with PACS.
- Processing diagnostic imaging requests
- Dealing with email, telephone and walk in queries and general correspondence.
- Organise external referrals and facilitate reporting on external scans by liaising with PACS.
- Deal efficiently with all staff and patient enquiries by phone, letter, fax or in person, acting on own initiative and with tact and diplomacy at all times. Ensure that all messages are relayed as quickly as possible to the appropriate staff. Handle confidential, sensitive and often highly complex information effectively and efficiently on a regular basis.
- Have a sound knowledge of medical terminology.
- To possess and maintain excellent, fast, accurate touch typing keyboard skills.
- Organise and prioritise own workload to ensure all problems and queries are dealt with quickly and efficiently in a pleasant and courteous manner.
- Act as a Point of contact for anyone seeking the neuroradiology team.
- Covering Interventional neuroradiology secretary in their absence.
- Organise meetings including venue, catering arrangements and presentation equipment. Assist with any associated paperwork. Liaise with attendees. Take minutes of departmental meetings as required, type and distribute them.
- Arranging and organising lists for multiple diagnostic clinicoradiological meetings.
- Organise day to day co-ordination of departmental rotas and on call rotas.
- MDM Imaging co-ordinator: to arrange for and ensure all relevant imaging is available for all neuroradiologal MDMs - skull base , neuro-oncology, pituitary, low grade glioma, neurology, CSF, MS and other MDMs. Work closely with PACS team to arrange for IEP when necessary.
- Providing secretarial support to the clinical lead and statistics where necessary.
- Train and develop the new Patient Administration System.
- Work with PACS team to generate departmental statistics for workload and provide support to outsource backlog and keep records.
- Point of contact for the training lead and trainees organising appraisals and educational events including teaching and any departmental meetings.
- Point of contact for the Clinical Governance lead to arrange regular meetings, manage database and send minutes.
- Being responsible for a large majority of the departments report typing in addition to typing and recording all extra waiting list work and managing database.
- Providing secretarial support to any future diagnostic Neuroradiologists within the department.
- The post holder will be expected to work in a collaboratively with the other Neuro Radiology secretary and wider Imaging Secretarial Team.
- Undertake annual Appraisal, Mandatory Training and Personal Development.
- Ensure confidentiality is maintained at all times and adherence to Caldicott and the Data Protection Act. Full accurate records of relevant information are documented.
- Any other duties commensurate with the grade of this post including adherence to appropriate Trust policies.
Person Specification
Experience
Essential
- Previous Admin experience
- Experience in Medical Setting
- Able to use Microsoft Outlook and Word
Desirable
- Experience in secretary or PA role
- NHS experience
- Experience using CRIS
Person Specification
Experience
Essential
- Previous Admin experience
- Experience in Medical Setting
- Able to use Microsoft Outlook and Word
Desirable
- Experience in secretary or PA role
- NHS experience
- Experience using CRIS
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
