Job summary
We are currently in the process of relocating Elective Colorectal & Lower GI Cancer Surgery and Stoma Reversal Surgery from Royal Sussex County in Brighton to the Worthing site, creating a centre of excellence for Colorectal Cancer Surgery delivered across at Worthing and St Richard's hospitals.
This new post will be key in supporting the delivery of the service.
Taking the lead in providing dedicated administrative support to the Stoma Care Nursing Team. You will maintain effective office procedures and processes. Duties will include online diary management, uploading of weekly activity data, booking of patient's clinics and outcomes on to the hospital system, formatting and sending out confidential clinical letters and liaising with patients in a professional manner. You will become an expert user of our patient database and other office databases and you will also be responsible for departmental ordering, using on-line procurement and for keeping records of annual leave and study leave. You will assist in planning meetings and produce accurate minutes and use your Microsoft Office skills. You will maintain effective communication across the team, taking phone calls which can sometimes be upsetting and challenging. You will be proactive in dealing with enquires into the service and be comfortable working independently at times.
Main duties of the job
1. To take the lead in updating the patient database ensuring accurate and timely updates. This will include logging new patients, updating interventions and recording deaths or changes in circumstances.
2. To investigate and correct any discrepancies found on patient database relating to patient information
3. To support the team in the production of regular audit reports to allow monitoring of departmental activity.
4. To inform dispensing appliance contractors (DAC) of patients discharge requirements.
5. To ensure that clinical activity is booked to Careflow and that patient outcomes are recorded.
6. Obtain, track and return medical notes as needed.
7. To update departmental daily records to ensure all discharges and admissions are logged.
8. To manage and update our staff rostering system on a weekly basis ensuring annual leave, sickness and training are accurately added.
9. Assist with planning and arranging meetings and in the taking of accurate minutes and ensuring timely dissemination.
10. To act as a central liaison and information point for the Stoma Care Nursing Team for internal and external multidisciplinary staff, patients and relatives.
11.To deal with queries in an efficient and courteous manner using judgement and prioritisation skills.
12. To work with colleagues to ensure that relevant information is disseminated effectively and appropriately to staff across the site in a timely manner.
About us
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. 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 ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - 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
1. To take the lead in updating the patient database ensuring accurate and timely updates. This will include logging new patients, updating interventions and recording deaths or changes in circumstances.
2. To investigate and correct any discrepancies found on patient database relating to patient information
3. To support the team in the production of regular audit reports to allow monitoring of departmental activity.
4. To inform dispensing appliance contractors (DAC) of patients discharge requirements.
5. To ensure that clinical activity is booked to Careflow and that patient outcomes are recorded.
6. Obtain, track and return medical notes as needed.
7. To update departmental daily records to ensure all discharges and admissions are logged.
8. To manage and update our staff rostering system on a weekly basis ensuring annual leave, sickness and training are accurately added.
9. Assist with planning and arranging meetings and in the taking of accurate minutes and ensuring timely dissemination.
10. To act as a central liaison and information point for the Stoma Care Nursing Team for internal and external multidisciplinary staff, patients and relatives. To deal with queries in an efficient and courteous manner using judgement and prioritisation skills.
11. Ensure information is recorded and messages passed to the relevant teammember in a timely fashion some of which may be sensitive and distressing.
12. To develop and maintain effective working relationships with clinical and administrative staff across the site.
13. To work with colleagues to ensure that relevant information is disseminated effectively and appropriately to staff across the site in a timely manner.
14. Support the running of the departmental Helpline by taking clear and accurate messages and ensure prompt action is taken as necessary.
15. To liaise with and book appointments with Company Representatives.
16. Support in the management of the generic inbox and Helplineand action as needed.
17. Provide administrative support to team members in delivering service development initiatives.
18. Use initiative to identify areas where efficient processes may be introduced.
19. Be supportive of change within the department.
20. To participate in personal objective setting and review including the creation of a personal development plan.
21. Attend appropriate training sessions as requested.
22. To ensure statutory and mandatory training is undertake within the correct time frame.
23. To liaise with outside agencies with regards to stoma care education and support preparation of such teaching materials as is required.
24. Provide administrative support to the team in delivering audit and research projects.
25. Enhance skills appropriate to the role, promoting self-development.
26. To maintain own personal and professional development attending mandatory study sessions as required.
27. Attention to detail and use ability to prioritise and manage your workload.
28. Manage the team's clinic and online diary.
29. Generate invoices for external education activities.
30. Be responsible for departmental supplies procurement and invoicing as requested.
31. To stock take product and order departmental supplies on a weekly basis.
32. Work following Trust policy for procurement and efficient use of resources.
33. To support the team in identifying and implementing efficiency savings within the Stoma Care Department particularly by stock control management and the use of the I-Procurement system
34. Operate office equipment including, printers, scanners and telephones.
35. To ensure that GDPR and trust Information governance policies are complied with.
36. Facilitate data management to support departmental audit and research.
37. Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.
38. 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
1. To take the lead in updating the patient database ensuring accurate and timely updates. This will include logging new patients, updating interventions and recording deaths or changes in circumstances.
2. To investigate and correct any discrepancies found on patient database relating to patient information
3. To support the team in the production of regular audit reports to allow monitoring of departmental activity.
4. To inform dispensing appliance contractors (DAC) of patients discharge requirements.
5. To ensure that clinical activity is booked to Careflow and that patient outcomes are recorded.
6. Obtain, track and return medical notes as needed.
7. To update departmental daily records to ensure all discharges and admissions are logged.
8. To manage and update our staff rostering system on a weekly basis ensuring annual leave, sickness and training are accurately added.
9. Assist with planning and arranging meetings and in the taking of accurate minutes and ensuring timely dissemination.
10. To act as a central liaison and information point for the Stoma Care Nursing Team for internal and external multidisciplinary staff, patients and relatives. To deal with queries in an efficient and courteous manner using judgement and prioritisation skills.
11. Ensure information is recorded and messages passed to the relevant teammember in a timely fashion some of which may be sensitive and distressing.
12. To develop and maintain effective working relationships with clinical and administrative staff across the site.
13. To work with colleagues to ensure that relevant information is disseminated effectively and appropriately to staff across the site in a timely manner.
14. Support the running of the departmental Helpline by taking clear and accurate messages and ensure prompt action is taken as necessary.
15. To liaise with and book appointments with Company Representatives.
16. Support in the management of the generic inbox and Helplineand action as needed.
17. Provide administrative support to team members in delivering service development initiatives.
18. Use initiative to identify areas where efficient processes may be introduced.
19. Be supportive of change within the department.
20. To participate in personal objective setting and review including the creation of a personal development plan.
21. Attend appropriate training sessions as requested.
22. To ensure statutory and mandatory training is undertake within the correct time frame.
23. To liaise with outside agencies with regards to stoma care education and support preparation of such teaching materials as is required.
24. Provide administrative support to the team in delivering audit and research projects.
25. Enhance skills appropriate to the role, promoting self-development.
26. To maintain own personal and professional development attending mandatory study sessions as required.
27. Attention to detail and use ability to prioritise and manage your workload.
28. Manage the team's clinic and online diary.
29. Generate invoices for external education activities.
30. Be responsible for departmental supplies procurement and invoicing as requested.
31. To stock take product and order departmental supplies on a weekly basis.
32. Work following Trust policy for procurement and efficient use of resources.
33. To support the team in identifying and implementing efficiency savings within the Stoma Care Department particularly by stock control management and the use of the I-Procurement system
34. Operate office equipment including, printers, scanners and telephones.
35. To ensure that GDPR and trust Information governance policies are complied with.
36. Facilitate data management to support departmental audit and research.
37. Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.
38. 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
Person Specification
Essential
- 5 GCSEs or equivalent, including English and Maths
- Advanced keyboard skills RSA 2 / 3 or equivalent
- Intermediate IT skills: Microsoft Excel; ability to manipulate spreadsheets and provide reports, AF A A NVQ or HNC in Business Administration Microsoft Word, Email and Internet.
Desirable
- NVQ or HNC in Business Administration
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
Person Specification
Person Specification
Essential
- 5 GCSEs or equivalent, including English and Maths
- Advanced keyboard skills RSA 2 / 3 or equivalent
- Intermediate IT skills: Microsoft Excel; ability to manipulate spreadsheets and provide reports, AF A A NVQ or HNC in Business Administration Microsoft Word, Email and Internet.
Desirable
- NVQ or HNC in Business Administration
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
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).
