Job summary
If you have highly effective secretarial and audio typing skills there is an opportunity to join the Diabetes and Endocrinology Admin team as a Senior Medical Secretary.
To provide a comprehensive and efficient secretarial and administrative service to the Department, ensuring all work is prioritised according to the demands of the service.
Managing own workload and acting on an independent basis as required by department.
The post holder will assist the Diabetes and Endocrinology team with referral registration, managing appointments, booking follow-up appointments in line with the patient access policy, clinic preparation, clinic reception and outcome/coding, handling patient query and typing clinic letters. The post holder will be required to work as part of a team withclinical staff to deliver the highest standards of administrative support possible for all patients and staff.
Main duties of the job
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and the medical staff.Previous secretarial/administration experience and excellent audio typing skills are essential. Knowledge of medical terminology is essential.Our ideal candidate will be flexible and adaptable and willing to work as part of our busy but supportive team.If you think you have the qualities to fill this post then we would like to hear from you.Training and support will be given to the successful candidate.
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
Typing of clinic letters/discharge summaries as appropriate within the specialty and other correspondence from audio dictation using Word and office automation. Prioritising work according to changing demands.
Managing clinics by booking new and follow up appointments. Making clinic changes as required to accommodate leaves and sickness. Amending appointments as requested by patient.
To ensure that filing/scanning is carried out on a regular basis on Patient Management System(Evolve).
To use and obtain information from the Patient Administration System (Careflow).
To maintain good communication with the Nurses and Consultants, their supporting staff and other staff within thedepartment, as well as patients and members of the public.
Dealing with telephone enquiries from patients, relatives, GPs and other departments within the Trust and other hospitals.To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
To liaise with other secretarial staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member.
To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public
Job description
Job responsibilities
Typing of clinic letters/discharge summaries as appropriate within the specialty and other correspondence from audio dictation using Word and office automation. Prioritising work according to changing demands.
Managing clinics by booking new and follow up appointments. Making clinic changes as required to accommodate leaves and sickness. Amending appointments as requested by patient.
To ensure that filing/scanning is carried out on a regular basis on Patient Management System(Evolve).
To use and obtain information from the Patient Administration System (Careflow).
To maintain good communication with the Nurses and Consultants, their supporting staff and other staff within thedepartment, as well as patients and members of the public.
Dealing with telephone enquiries from patients, relatives, GPs and other departments within the Trust and other hospitals.To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
To liaise with other secretarial staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member.
To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public
Person Specification
Experience
Essential
- Minimum of 3 years Administrative/Secretarial experience
- Minute taking experience
- Supervision/management of staff
Desirable
- Previous relevant experience in an NHS environment
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
Qualifications
Essential
- Relevant Level 3 Medical Secretary qualification
- OCR/RSA 3 or equivalent in Text/ Word Processing
- GCSE (Grade A-C) or equivalent in English Language
Knowledge
Essential
- Knowledge of the full range of Administrative / Secretarial procedures
- Extensive knowledge of Microsoft Office Word/Excel/Outlook
- Medical Terminology
- Understanding of the Data
Skills and Abilities
Essential
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Audio typing skills
- Accuracy and attention to detail
- Good organisational skills
- Proven organisational skills.
- Ability to prioritise workload and work to deadlines
Desirable
Person Specification
Experience
Essential
- Minimum of 3 years Administrative/Secretarial experience
- Minute taking experience
- Supervision/management of staff
Desirable
- Previous relevant experience in an NHS environment
Equality, Diversity, and Inclusion
Essential
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
Qualifications
Essential
- Relevant Level 3 Medical Secretary qualification
- OCR/RSA 3 or equivalent in Text/ Word Processing
- GCSE (Grade A-C) or equivalent in English Language
Knowledge
Essential
- Knowledge of the full range of Administrative / Secretarial procedures
- Extensive knowledge of Microsoft Office Word/Excel/Outlook
- Medical Terminology
- Understanding of the Data
Skills and Abilities
Essential
- Ability to communicate clearly and effectively in English in both verbal and written formats
- Audio typing skills
- Accuracy and attention to detail
- Good organisational skills
- Proven organisational skills.
- Ability to prioritise workload and work to deadlines
Desirable
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).
