Job summary
We have an exciting opportunity within our dynamic team to recruit a part time (30 hours) administrator post within Dermatology Department at Southlands Hospital in Shoreham-By-Sea, supporting the Dermatology nurses.
We are looking for flexible, adaptable and proactive candidates. With the ability to work under pressure in a fast paced environment.
Will be required to perform a typing test.
Main duties of the job
To provide an effective day-to-day clerical support to an established nursing team within Dermatology and to facilitate the smooth running of the nurse services on a day-to-day basis using both own initiative as well as direction from supervision of senior colleagues. This job role covers: receiving telephone queries, making appointments, assisting the nursing team with record keeping, typing of clinic dictation, ordering supplies & services, stock control and diary management.
About us
Join us atUHSussex, every day is different, you can be the change, better neverstops
AtUHSussexwe're proud to be at the heart of the NHS. As one of theUK'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 ourPatient First.Our mission is summed up by our 'where better never stops' motto and no matter the role atUHSussex, 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 ourwellbeing programmefor staff which is extensive and designed to support you when you need itbecausewe 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
Main Duties and Responsibilities
Advanced Administrative Tasks
1. Receive telephone queries field to the appropriate nurse or team member using appropriate means of communication in a timely fashion i.e secure e-mail/ written/verbal communication. If urgent clinical query, refer to clinician who last saw patient or on call Registrar / Consultant as per rota. Escalate as required and document on Patients electronic notes.
2. Assisting the Clinical Team with administrative support including managing spreadsheets/ type electronic clinic dictation/ assist clerically to update policies / procedures / guidelines / Patient Information Leaflets (PILs), Patient Group Directives (PGDs) /audits/ meeting minutes/cancel and rebook forms/clinic allocations
3. Administration support with biologic/homecare patients including accessing ICE system for Pathology results including cellular/ Radiology and Microbiology reports. To keep a log of patients starting biologic therapy and monitor/report their investigations to the named clinician.
4.To support ICP team and encourage high standards of infection control within the department Dermatology department. Report and concerns to line manager
5. Using Trust IPROC system, order departmental supplies necessary for everyday administrative / outpatient and specialist activity. Liaise with Trust procurement team to ensure orders are in line with Trust standard unless otherwise agreed. Be conversant with the raising of Non Catalogue orders. Once Trust approval process complete ensure orders are receipted, but raise challenges as necessary to ensure accurate payment of invoices. Demonstrate resourcefulness.
6. Ordering patient information packs including assessment tools, leg ulcer/skin cancer/health promotion leaflets and consent forms
7. Assist and support materials management including dressings and resources required to perform clinical activities for CNS and OPD dermatology clinics. Order in line with Trust Standard unless otherwise agreed.
8. Complete forms for Nurses/Drs to review/sign off.
9. Book venues for meetings or education sessions assist with organising the departmental Statutory and Mandatory Study Days and teaching sessions. Liaise and co-ordinate with contributors.
10. Engage in collaborate problem solving with co-workers and staff and other outside agencies.
11. Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
12. Use own judgement to prioritise tasks according to the needs of the service.
13. Ensure accurate data input and manage data and spreadsheets as required
14. Establish a folder for each new member of nursing staff in advance of their starting date. To include local and Trust induction information. Ensure name badge & uniform ordered/support new learners in post
Please see attached job description for more details
Job description
Job responsibilities
Main Duties and Responsibilities
Advanced Administrative Tasks
1. Receive telephone queries field to the appropriate nurse or team member using appropriate means of communication in a timely fashion i.e secure e-mail/ written/verbal communication. If urgent clinical query, refer to clinician who last saw patient or on call Registrar / Consultant as per rota. Escalate as required and document on Patients electronic notes.
2. Assisting the Clinical Team with administrative support including managing spreadsheets/ type electronic clinic dictation/ assist clerically to update policies / procedures / guidelines / Patient Information Leaflets (PILs), Patient Group Directives (PGDs) /audits/ meeting minutes/cancel and rebook forms/clinic allocations
3. Administration support with biologic/homecare patients including accessing ICE system for Pathology results including cellular/ Radiology and Microbiology reports. To keep a log of patients starting biologic therapy and monitor/report their investigations to the named clinician.
4.To support ICP team and encourage high standards of infection control within the department Dermatology department. Report and concerns to line manager
5. Using Trust IPROC system, order departmental supplies necessary for everyday administrative / outpatient and specialist activity. Liaise with Trust procurement team to ensure orders are in line with Trust standard unless otherwise agreed. Be conversant with the raising of Non Catalogue orders. Once Trust approval process complete ensure orders are receipted, but raise challenges as necessary to ensure accurate payment of invoices. Demonstrate resourcefulness.
6. Ordering patient information packs including assessment tools, leg ulcer/skin cancer/health promotion leaflets and consent forms
7. Assist and support materials management including dressings and resources required to perform clinical activities for CNS and OPD dermatology clinics. Order in line with Trust Standard unless otherwise agreed.
8. Complete forms for Nurses/Drs to review/sign off.
9. Book venues for meetings or education sessions assist with organising the departmental Statutory and Mandatory Study Days and teaching sessions. Liaise and co-ordinate with contributors.
10. Engage in collaborate problem solving with co-workers and staff and other outside agencies.
11. Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
12. Use own judgement to prioritise tasks according to the needs of the service.
13. Ensure accurate data input and manage data and spreadsheets as required
14. Establish a folder for each new member of nursing staff in advance of their starting date. To include local and Trust induction information. Ensure name badge & uniform ordered/support new learners in post
Please see attached job description for more details
Person Specification
Qualifications
Essential
- GCSEs (A-C) or equivalent of English and Maths
- One years administration experience
- Typing experience
Desirable
- Dermatology service experience
- Recognised IT qualification e.g. CLAIT, ECDL, RSA or equivalent
Knowledge and experience.
Desirable
- Able to deal with complex issues
- competent in a range of IT apps
Communication and Relationship
Desirable
- Good interpersonal and negotiation skills
- Communication and telephone skills
Analytical and Judgmental
Desirable
- evidence of maintaining effective filing systems
Planning and Organisational
Desirable
- The ability to talk to members of staff at all levels
- Good organisational and planning skills.
- Time management skills and ability to organise and prioritise own workload with conflicting priorities
Patient/Client Care
Desirable
- Ability to show empathy and understanding
- Attention to detail when interacting with patient records; data quality minded
Policy & Service Development
Desirable
- Committed, motivated and flexible approach to work.
- Engagement with continuous improvement to drive change within own work and outward team
Person Specification
Qualifications
Essential
- GCSEs (A-C) or equivalent of English and Maths
- One years administration experience
- Typing experience
Desirable
- Dermatology service experience
- Recognised IT qualification e.g. CLAIT, ECDL, RSA or equivalent
Knowledge and experience.
Desirable
- Able to deal with complex issues
- competent in a range of IT apps
Communication and Relationship
Desirable
- Good interpersonal and negotiation skills
- Communication and telephone skills
Analytical and Judgmental
Desirable
- evidence of maintaining effective filing systems
Planning and Organisational
Desirable
- The ability to talk to members of staff at all levels
- Good organisational and planning skills.
- Time management skills and ability to organise and prioritise own workload with conflicting priorities
Patient/Client Care
Desirable
- Ability to show empathy and understanding
- Attention to detail when interacting with patient records; data quality minded
Policy & Service Development
Desirable
- Committed, motivated and flexible approach to work.
- Engagement with continuous improvement to drive change within own work and outward team
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).
