Job summary
Two secretaries from the Respiratory Medicine Department are retiring after over 30 years of working here at UHSx . We are therefore looking for new, enthusiastic staff to join this dynamic team. The role is particularly busy with a lot of variety. You will work in the same area as the consultants and often will deal with their queries and correspondence with them directly.
The secretarial role here is busy and varied. The team works well together and the days fly by!
The department is now situated in the new Louisa Martindale Building.
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants
Main duties of the job
You will need excellent time management skills, the ability to organise and prioritise work along with an understanding of, and commitment to, patient confidentiality.
You will carry out the production of clinic letters and other correspondence from the electronic dictation system (G2) including amending and sending letters, when approved/signed on a timely basis.
The ideal candidate will have NHS experience, secretarial experience and have excellent organisational skills.
There are many urgent telephone and email enquiries to the department which are dealt with in a professional manner by the secretarial team.
About us
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We're here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme,for staff which is extensive & 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 & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop.We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Job description
Job responsibilities
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
- Take initial receipt of all incoming correspondence and enquiries as appropriate.
- Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Organise and record diary ensuring all paperwork is available as needed for appointments and meetings if required.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters, minute taking.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
- Typing of reports, statements and theatre lists.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
- Take and transcribe minutes of meetings as necessary.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the Clinical Team
Job description
Job responsibilities
- An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and their teams.
- Take initial receipt of all incoming correspondence and enquiries as appropriate.
- Operate Careflow computer software system for retrieval/tracking of patient information/notes and dealing with patient enquiries.
- Using tact, diplomacy, reassurance and discretion, respond to telephone enquiries from distressed patients and their relatives. Occasionally dealing with verbal abuse.
- Organise and record diary ensuring all paperwork is available as needed for appointments and meetings if required.
- Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis.
- Provide a complete secretarial service including audio typing/touch-typing clinical correspondence, dealing with departmental emails and composition of letters, minute taking.
- Utilise all modern IT tools available to provide the most efficient use of time and the most effective service e.g. software used Microsoft Outlook, Word, PowerPoint and Excel.
- Typing of reports, statements and theatre lists.
- Comply explicitly with the Trusts Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses.
- Take and transcribe minutes of meetings as necessary.
- Personally deal with as many enquiries as possible such as arrangements for meetings, answer patients enquiries relating back to them answers and advice as necessary on a regular basis.
- Act as a point of contact for the Clinical Team
Person Specification
Microsoft Word, Excel & Outlook experience
Essential
- Microsoft Word, Excel & Outlook experience
- Audio typing skills
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Ability to work as a team/job share and work well with others
- Excellent communication skills including use of email & customer care experience
- English GCSE A-C
- NHS Experience
- IT Skills - Outlook/Teams/Word/PAS etc
- (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
- Experience prioritising, organisational and time management skills
Desirable
- RSA 3 or equivalent
- Knowledge of G2 digital dictation software
- Experience of Respiratory and/or Elderly Care
- Medical terminology (Respiratory)
- Stress management skills/experience in busy working environment
- Enthusiasm for working in the NHS/UHSx/Respiratory
- Experience in Respiratory or Elderly Care
Equality, Diversity and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role)
Person Specification
Microsoft Word, Excel & Outlook experience
Essential
- Microsoft Word, Excel & Outlook experience
- Audio typing skills
- Excellent telephone skills - experience of talking to patients on the telephone & voicemail messages
- Ability to work as a team/job share and work well with others
- Excellent communication skills including use of email & customer care experience
- English GCSE A-C
- NHS Experience
- IT Skills - Outlook/Teams/Word/PAS etc
- (Medical) Secretarial Experience (10 points medical / 7 points other secretarial)
- Experience prioritising, organisational and time management skills
Desirable
- RSA 3 or equivalent
- Knowledge of G2 digital dictation software
- Experience of Respiratory and/or Elderly Care
- Medical terminology (Respiratory)
- Stress management skills/experience in busy working environment
- Enthusiasm for working in the NHS/UHSx/Respiratory
- Experience in Respiratory or Elderly Care
Equality, Diversity and Inclusion
Essential
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role)
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).
Employer details
Employer name
University Hospitals Sussex NHS Foundation Trust (279)
Address
Louisa Martindale Building, Royal Sussex County Hospital
Eastern Road
Brighton
BN2 8DJ
Employer's website
https://www.uhsussex.nhs.uk/ (Opens in a new tab)
