Job summary
If you have highly efficient secretarial and organisational skills, an opportunity has arisen for a Support Secretary within the Bariatric Surgical Service. This varied role provides support to the Specialty Coordinators and multi-disciplinary clinical team.
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and the clinical staff.
Previous secretarial/administration experience and typing skills are essential. Knowledge of the hospital environment and medical terminology are desirable.
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 please apply.
Training and support will be given to the successful candidate.
Working hours are Monday to Friday, 08:00-16:00
For further details/informal visits contact:
Donna Condron or Tara Attrell, Bariatric Coordinators
donna.condron@nhs.net / tara.attrell@nhs.net
Main duties of the job
To work as part of the administrative team to provide accurate and efficient clerical/secretarial support for the Bariatric Service.
Your role will involve working for a busy team supporting the Bariatric Surgery Service (surgical weight loss service) at St Richards hospital, Chichester. It is a wide and varied role with tasks including liaising with patients, GP practices and consultants, typing letters, answering the phone, making appointments and many other duties. If you are someone who enjoys being a team player, this post offers variety and the opportunity to play a key role in supporting the team with the efficient running of the Bariatric Service.
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
You will be working within the bariatric admin team which comprises of 2 bariatric co-ordinators, 1 medical secretary, 2 support secretaries and a receptionist who provide support to a clinical team of 5 consultant surgeons, 1 consultant physician, 1 bariatric fellow, 1 surgical care practitioner, 2 specialist nurses and 4 specialist dietitians. The team are based in an office within the main clinical area for the Bariatric Service, which enables good communication and working relationships with the clinical team. Although a busy office environment, it is considered an inclusive, open and friendly environment to those who visit us, with the team being supportive of each another during times of pressure. As a team we take pride in the roles we play to ensure the smooth and efficient running of the service with an emphasis on patient care. This post would be well suited to someone who enjoys being a team player.
To deal with general enquiries from patients, GPs, other hospitals and other departments within the Trust in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
Typing of clinic letters and other correspondence from audio dictation using Word.Amending departmental proformas as requested by clinician / coordinator, also ensuring adequate stock levels at all times.Make amendments to patient details on PAS as required, in line with Trust policy.Setting up new patient and follow-up outpatient clinics, highlighting any required changes to the coordinators.Processing of psychological reports received.Processing of clinic outcomes, ensuring follow-up appointments are scheduled for those unable to be booked at the time of the clinic.Ability to use bespoke 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.
Job description
Job responsibilities
You will be working within the bariatric admin team which comprises of 2 bariatric co-ordinators, 1 medical secretary, 2 support secretaries and a receptionist who provide support to a clinical team of 5 consultant surgeons, 1 consultant physician, 1 bariatric fellow, 1 surgical care practitioner, 2 specialist nurses and 4 specialist dietitians. The team are based in an office within the main clinical area for the Bariatric Service, which enables good communication and working relationships with the clinical team. Although a busy office environment, it is considered an inclusive, open and friendly environment to those who visit us, with the team being supportive of each another during times of pressure. As a team we take pride in the roles we play to ensure the smooth and efficient running of the service with an emphasis on patient care. This post would be well suited to someone who enjoys being a team player.
To deal with general enquiries from patients, GPs, other hospitals and other departments within the Trust in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
Typing of clinic letters and other correspondence from audio dictation using Word.Amending departmental proformas as requested by clinician / coordinator, also ensuring adequate stock levels at all times.Make amendments to patient details on PAS as required, in line with Trust policy.Setting up new patient and follow-up outpatient clinics, highlighting any required changes to the coordinators.Processing of psychological reports received.Processing of clinic outcomes, ensuring follow-up appointments are scheduled for those unable to be booked at the time of the clinic.Ability to use bespoke 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.
Person Specification
Experience and Qualifications
Essential
- Educated to NVQ level 3 or equivalent level of experience
- GCSE equivalent in English and Maths
- Good general education
Desirable
- An appropriate qualification in word processing or typing
Knowledge, Training and Experience
Essential
- Good computer skills, including Ms Word and Excel
- Previous related work experience, preferably in an office environment
Desirable
- Previous experience in the NHS or in a related field
- Experience of secretarial work
- Knowledge of medical terminology
Planning and Organisational Skills
Essential
- Able to manage own time effectively
- Able to work within an office environment
- Able to work within a multidisciplinary framework
- Able to maintain attention to detail under pressure
Physical Skills
Essential
Desirable
Personal Qualities
Essential
- Ability to work on own initiative and as part of a team
- Ability to work in a pressurised environment
- Ability to accept and manage change
- Strict confidentiality and impartiality
- Flexible approach to work
- Reliable work record
Desirable
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
Communication and Relationship Skills
Essential
- Polite and helpful communication skills and good telephone manner
- Friendly and approachable manner
Patient Care
Essential
- Maintain accurate and confidential records
Person Specification
Experience and Qualifications
Essential
- Educated to NVQ level 3 or equivalent level of experience
- GCSE equivalent in English and Maths
- Good general education
Desirable
- An appropriate qualification in word processing or typing
Knowledge, Training and Experience
Essential
- Good computer skills, including Ms Word and Excel
- Previous related work experience, preferably in an office environment
Desirable
- Previous experience in the NHS or in a related field
- Experience of secretarial work
- Knowledge of medical terminology
Planning and Organisational Skills
Essential
- Able to manage own time effectively
- Able to work within an office environment
- Able to work within a multidisciplinary framework
- Able to maintain attention to detail under pressure
Physical Skills
Essential
Desirable
Personal Qualities
Essential
- Ability to work on own initiative and as part of a team
- Ability to work in a pressurised environment
- Ability to accept and manage change
- Strict confidentiality and impartiality
- Flexible approach to work
- Reliable work record
Desirable
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
Communication and Relationship Skills
Essential
- Polite and helpful communication skills and good telephone manner
- Friendly and approachable manner
Patient Care
Essential
- Maintain accurate and confidential records
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).
