Job summary
To support the Bariatric Coordinator within the department and to provide a full and comprehensive secretarial service for the Consultants and clinical teams.
Main duties of the job
Work without supervision, problem solve and take initiative when required.
Act as first point of contact between Consultants and team maintaining good communication with them and other staff along with patients and members of the public.
Manage and prioritise own workload and work independently
Type clinical correspondence
Maintain database for patients, chase up results.
Ability to sue SBS, Careflow and appropriate MS office applications
Responsible for taking and transcribing minutes at departmental meetings as required in line with Trust policy
Validate patients pathway and outcomes from attendances
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
Main Duties by Factor
- Communication and Relationship Skills
- Work without supervision, problem solve and take initiative where required
- To act as the first point of contact between consultants and their team, maintaining good communication with them and other staff in the department, as well as patients and members of the public
- Dealing with face-to-face, telephone and email enquiries from patients, relatives, GPs, other departments within the Trust/community and other hospitals in an appropriate, sensitive / diplomatic manner and as efficiently as possible, ensuring timely resolution/action. Often dealing with queries and complaints which are complex, contentious and emotional in nature
- Liaise with dietitians regarding processing of patient two year discharge summaries
- Action consultant/clinician annual leave, co-ordinating closure of clinics
- In the absence of the relevant consultant/s, medical or nursing team member, ensure appropriate messages are taken or information escalated where appropriate to the senior manager
- Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed
- Be able to communicate both across the Trust and interdepartmentally with all levels of staff, medical, nursing, clinical support staff and other members of the multi-disciplinary teams
- To liaise with external professionals as well as the general public in a friendly, professional and courteous manner, using empathetic and sympathetic skills when required
- Ensuring cover for colleagues annual leave and sickness, as required
- Analytical and Judgemental Skills
- Prepare reports where necessary, analysing statistics
- Updating billing spreadsheet for bariatric inpatient activity
- Planning and Organisational Skills
- Manage and prioritise own workload and be able to work independently
- To have a detailed working knowledge of roles carried out by the administration team to ensure continuity of service during staff absences
- Ensure all correspondence within the team is signed and presented within reasonable time limits
- Ensure new referrals are distributed appropriately for triage in a timely manner
- Processing of clinics for consultants and clinicians and ensuring outcomes complete and requested investigations recorded on pending database
- Maintain database for patients pending investigations and chase up outstanding results. Liaise with clinicians regarding outcomes and actions
- Co-ordinate the dispatch of patient questionnaires on receipt of T4/SIBS referrals and maintain tracking system to ensure timely return, where necessary contact the patient in the event of non-return
- Maintain tracking system for psychological assessments, in the event of non-return, contact patient to discuss completion requirements
- To ensure all filing is carried out on a regular basis
- To ensure patient files are maintained appropriately
- Patient/Client Care
- Dealing directly with patients, relatives or carers on a one-to-one, individual basis, face-to-face, over the telephone or via email regarding queries and complaints that can be contentious and sensitive in nature
- Take urgent action on complaints, being proactive in order to minimise the risk of them becoming more formal, seeking advice where necessary
- Maintain confidentiality in all aspects of role
- Policy and Service Development Implementation
- Follow Trust policies in role, determined by others
- Suggest procedural/service improvements
- Financial and Physical Development
- Monitor and manage stationery/equipment
- Learning and Development
- Attend mandatory training updates as required
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Identify own learning needs and jointly plan training requirements with your line manager
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service
- Information Resources
- Typing of clinic letters and other correspondence from audio dictation using Word
- Create departmental proformas as requested by clinician / co-ordinator
- Register new patients on Careflow and inputting of bariatric referrals as required, in line with Trust policy
- Responsible for taking and transcribing minutes at departmental meetings, as requested
- Typing of admin and any complex, urgent or specialist work e.g. investigating complaints
- Ability to use SBS, Careflow and appropriate MS office applications
- To use and obtain information from the Patient Administration System (PAS)
- Email patients, GPs, staff and other departments within the hospital
- Research and Development
- Undertake surveys or audits as necessary
- Professional
- Required to be versatile and adaptable to the demands of the team
- Act as a role model and demonstrate behaviours in line with Trust values
- Create a working environment, which engenders high morale and optimum performance
- Clinical
- No clinical responsibilities
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Job description
Job responsibilities
Main Duties by Factor
- Communication and Relationship Skills
- Work without supervision, problem solve and take initiative where required
- To act as the first point of contact between consultants and their team, maintaining good communication with them and other staff in the department, as well as patients and members of the public
- Dealing with face-to-face, telephone and email enquiries from patients, relatives, GPs, other departments within the Trust/community and other hospitals in an appropriate, sensitive / diplomatic manner and as efficiently as possible, ensuring timely resolution/action. Often dealing with queries and complaints which are complex, contentious and emotional in nature
- Liaise with dietitians regarding processing of patient two year discharge summaries
- Action consultant/clinician annual leave, co-ordinating closure of clinics
- In the absence of the relevant consultant/s, medical or nursing team member, ensure appropriate messages are taken or information escalated where appropriate to the senior manager
- Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed
- Be able to communicate both across the Trust and interdepartmentally with all levels of staff, medical, nursing, clinical support staff and other members of the multi-disciplinary teams
- To liaise with external professionals as well as the general public in a friendly, professional and courteous manner, using empathetic and sympathetic skills when required
- Ensuring cover for colleagues annual leave and sickness, as required
- Analytical and Judgemental Skills
- Prepare reports where necessary, analysing statistics
- Updating billing spreadsheet for bariatric inpatient activity
- Planning and Organisational Skills
- Manage and prioritise own workload and be able to work independently
- To have a detailed working knowledge of roles carried out by the administration team to ensure continuity of service during staff absences
- Ensure all correspondence within the team is signed and presented within reasonable time limits
- Ensure new referrals are distributed appropriately for triage in a timely manner
- Processing of clinics for consultants and clinicians and ensuring outcomes complete and requested investigations recorded on pending database
- Maintain database for patients pending investigations and chase up outstanding results. Liaise with clinicians regarding outcomes and actions
- Co-ordinate the dispatch of patient questionnaires on receipt of T4/SIBS referrals and maintain tracking system to ensure timely return, where necessary contact the patient in the event of non-return
- Maintain tracking system for psychological assessments, in the event of non-return, contact patient to discuss completion requirements
- To ensure all filing is carried out on a regular basis
- To ensure patient files are maintained appropriately
- Patient/Client Care
- Dealing directly with patients, relatives or carers on a one-to-one, individual basis, face-to-face, over the telephone or via email regarding queries and complaints that can be contentious and sensitive in nature
- Take urgent action on complaints, being proactive in order to minimise the risk of them becoming more formal, seeking advice where necessary
- Maintain confidentiality in all aspects of role
- Policy and Service Development Implementation
- Follow Trust policies in role, determined by others
- Suggest procedural/service improvements
- Financial and Physical Development
- Monitor and manage stationery/equipment
- Learning and Development
- Attend mandatory training updates as required
- Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Identify own learning needs and jointly plan training requirements with your line manager
- Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service
- Information Resources
- Typing of clinic letters and other correspondence from audio dictation using Word
- Create departmental proformas as requested by clinician / co-ordinator
- Register new patients on Careflow and inputting of bariatric referrals as required, in line with Trust policy
- Responsible for taking and transcribing minutes at departmental meetings, as requested
- Typing of admin and any complex, urgent or specialist work e.g. investigating complaints
- Ability to use SBS, Careflow and appropriate MS office applications
- To use and obtain information from the Patient Administration System (PAS)
- Email patients, GPs, staff and other departments within the hospital
- Research and Development
- Undertake surveys or audits as necessary
- Professional
- Required to be versatile and adaptable to the demands of the team
- Act as a role model and demonstrate behaviours in line with Trust values
- Create a working environment, which engenders high morale and optimum performance
- Clinical
- No clinical responsibilities
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person Specification
Experience/Qualifications
Essential
- Educated to NVQ Level 3 or equivalent level of knowledge and experience
- GCSE Equivalent in English and Maths
Desirable
- Qualification in word processing or typing
Knowledge training and experience
Essential
- Previous medical secretarial experience
- Excellent knowledge of MS Office
- Experience of minute taking
- Good knowledge of medical terminology
Desirable
- Awareness of Health and Safety Issues, risk management, information governance and data protection
Analytical and Judgemental
Essential
- Ability to use own judgement/initiative and problem solve
- Ability to analyse, interpret and report on data
Planning and Organisational skills
Essential
- Attention to detail
- Ability to work to deadlines and meet conflicting demands
- Ability to manage own time effectively
Information Resources
Essential
- Excellent knowledge of MS Office
Desirable
Communication and Relationship skills
Essential
- Excellent communication skills, verbal and written
- Able to work without instruction
- Friendly and approachable manner
Personal Qualities
Essential
- Ability to work in a pressurised environment
- Strict confidentiality and impartiality
- Flexible approach to work with reliable work record
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role).
- Evidence of having undertaken own development to improve understanding of equalities issues
Person Specification
Experience/Qualifications
Essential
- Educated to NVQ Level 3 or equivalent level of knowledge and experience
- GCSE Equivalent in English and Maths
Desirable
- Qualification in word processing or typing
Knowledge training and experience
Essential
- Previous medical secretarial experience
- Excellent knowledge of MS Office
- Experience of minute taking
- Good knowledge of medical terminology
Desirable
- Awareness of Health and Safety Issues, risk management, information governance and data protection
Analytical and Judgemental
Essential
- Ability to use own judgement/initiative and problem solve
- Ability to analyse, interpret and report on data
Planning and Organisational skills
Essential
- Attention to detail
- Ability to work to deadlines and meet conflicting demands
- Ability to manage own time effectively
Information Resources
Essential
- Excellent knowledge of MS Office
Desirable
Communication and Relationship skills
Essential
- Excellent communication skills, verbal and written
- Able to work without instruction
- Friendly and approachable manner
Personal Qualities
Essential
- Ability to work in a pressurised environment
- Strict confidentiality and impartiality
- Flexible approach to work with reliable work record
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles (as appropriate to role).
- 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).
