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.
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, diversity is our strength, and we want you to feel included to help us always put the Patient First, 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 a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. 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. 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. We look forward to receiving your application and the start of your journey with UHSussex.
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 Gynaecology 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 Gynaecology 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
- o5 GCSE A-C grades or equivalent including English and Maths
- oVRQ Vocational Level 3 or 4 or equivalent qualification
- oSecretarial/PA qualification
Desirable
- oMedical Secretarial qualification
- oRSA Stage III Typing or equivalent
Knowledge Training Experience
Essential
- oAt least 2 years experience as a Medical Secretary
- oExcellent knowledge of a full range of secretrarial procedures
- oExperience of establishing efficient office systems and processes
- oAbility to take and transcribe minutes of meetings
- oExperience of working in a multi-disciplinary team environment
- oPrevious involvement in data collection, patient pathway tracking and data collection
Desirable
- oPrevious NHS work experience in an acute setting
Communication
Essential
- oAbility to manage own time and work independently whilst also meeting priorities
- oAbility to learn and implement new processes quickly and independently
- oAbility to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager
- oAdvanced keyboard skills
- oAbility to respond to a crisis sensitively and with appropriate urgency
- oAbility to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues
- oAbility to show empathy and understand the difficulties faced by people affected by cancer
Desirable
- oAudio typing skills and experience of digital dictation systems.
- oAbility to build effective working relationships
- oAble to motivate and influence others
Analytical and Judgemental
Essential
- oAbility to use own judgement/initiative to problem solve and adapt to changing situations
- oRecognise abnormal results and bring to the attention of the Consultant
- oTo be able to prioritise workload in an ever changing and demanding environment
Planning and Organisational
Essential
- oProven organisational skills and ability to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- oSelf motivated and ability to work without supervision
- oAttention to detail
- oOrganising meetings and events as required
- oProven team working skills
Physical Skills
Essential
- oAdvanced keyboard skills
- oAbility to concentrate when work pattern is unpredictable and where there are frequent interruptions
- oUnderstand the appropriate escalation of problems/concerns to line manager or medical staff
Patient/Client Care
Essential
- oProvide non clinical information and advice to patients and relatives about admissions and appointments
- oAware of the need for confidentiality in accordance with Data Protection Act
- oAbility to maintain confidentiality
- oPutting the Patient First
- oTelephone contact with patients and GP Practices
- oAble to monitor patients through their referral pathway
Information Resources/IT
Essential
- oExcellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point
- oCompliance and understanding of the Trust policy for Information Governance
- oEffective and accurate keyboard skills
Desirable
- oPrevious use of Patient Administration Systems (PAS)
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Qualifications
Essential
- o5 GCSE A-C grades or equivalent including English and Maths
- oVRQ Vocational Level 3 or 4 or equivalent qualification
- oSecretarial/PA qualification
Desirable
- oMedical Secretarial qualification
- oRSA Stage III Typing or equivalent
Knowledge Training Experience
Essential
- oAt least 2 years experience as a Medical Secretary
- oExcellent knowledge of a full range of secretrarial procedures
- oExperience of establishing efficient office systems and processes
- oAbility to take and transcribe minutes of meetings
- oExperience of working in a multi-disciplinary team environment
- oPrevious involvement in data collection, patient pathway tracking and data collection
Desirable
- oPrevious NHS work experience in an acute setting
Communication
Essential
- oAbility to manage own time and work independently whilst also meeting priorities
- oAbility to learn and implement new processes quickly and independently
- oAbility to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager
- oAdvanced keyboard skills
- oAbility to respond to a crisis sensitively and with appropriate urgency
- oAbility to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues
- oAbility to show empathy and understand the difficulties faced by people affected by cancer
Desirable
- oAudio typing skills and experience of digital dictation systems.
- oAbility to build effective working relationships
- oAble to motivate and influence others
Analytical and Judgemental
Essential
- oAbility to use own judgement/initiative to problem solve and adapt to changing situations
- oRecognise abnormal results and bring to the attention of the Consultant
- oTo be able to prioritise workload in an ever changing and demanding environment
Planning and Organisational
Essential
- oProven organisational skills and ability to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- oSelf motivated and ability to work without supervision
- oAttention to detail
- oOrganising meetings and events as required
- oProven team working skills
Physical Skills
Essential
- oAdvanced keyboard skills
- oAbility to concentrate when work pattern is unpredictable and where there are frequent interruptions
- oUnderstand the appropriate escalation of problems/concerns to line manager or medical staff
Patient/Client Care
Essential
- oProvide non clinical information and advice to patients and relatives about admissions and appointments
- oAware of the need for confidentiality in accordance with Data Protection Act
- oAbility to maintain confidentiality
- oPutting the Patient First
- oTelephone contact with patients and GP Practices
- oAble to monitor patients through their referral pathway
Information Resources/IT
Essential
- oExcellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point
- oCompliance and understanding of the Trust policy for Information Governance
- oEffective and accurate keyboard skills
Desirable
- oPrevious use of Patient Administration Systems (PAS)
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to
- Evidence of having undertaken own development to improve understanding of equalities issues
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
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).
