Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
We have an exciting opportunity which has arisen in the Specialist Surgery Division for a Support Secretary in Urology at St Richards Hospital for 37.5 hours per week Monday to Friday.
This role is to provide an efficient and effective secretarial service to the Consultants and Clinical Teams. The role includes typing of various clinical letters as appropriate within the speciality and other correspondence from audio dictation using Word.
The position requires an individual who puts the patient first and seeks opportunities to develop the service and themselves in order to improve systems and processes to meet Trust targets and values.
Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable. The role is varied with close working with the Clinical Team and Operational Team.
Main duties of the job
1. Provide administrative support by typing clinical letters and correspondence from audio dictation using Word.
2. Respond to patient queries and arrange appointments in a timely manner.
3. Maintain effective communication with Consultants, departmental staff, patients, and the public.
4. Handle telephone enquiries from patients, relatives, GPs, and internal/external healthcare departments.
Working for our organisation
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, 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 3) and a Veteran Aware Trust.
Candidate Pack
This vacancy is advertised as a time-limited opportunity is expected to be undertaken on a secondment basis. Before applying, employees must discuss the opportunity with their current line manager to confirm whether they may be released from their substantive role if successful. Release to undertake a secondment is not an automatic entitlement and must be agreed by all relevant parties: the employee, their current line manager, and the recruiting line manager.
Detailed job description and main responsibilities
Main Duties and Responsibilities
·Typing of various clinical letters as appropriate within the speciality and other correspondence from audio dictation using Word.
·Responding to patient queries and booking patient appointments.
·Distribute Referrals appropriately in Docman as directed by Speciality Co-ordinator.
·Prioritising work according to changing demands.
·To ensure filing is carried out on a regular basis.
·To use and obtain information from the Patient Administration System and obtain case notes via the tracking system.
·To maintain good communication with the Consultants, their supporting staff, and other staff within the department, as well as patients and members of the public.
·Receive telephone enquiries from patients, their relatives, GP’s and other departments within the Trust and other Hospitals.
·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.
·Providing cover for annual leave and sickness, as required and as directed by line manager.
·Submitting clinic change requests to cancel/add/change clinics (in Lead Secretary’s absence).
·Submit requests for room/nursing for additional clinics (in Lead Secretary’s absence).
·To use and obtain information from the PAS system, updating and extracting patient information on a daily basis.
Person specification
Experience & Qualifications
Essential criteria
5. GCSE’s C or above in English and Maths and/or equivalent level of knowledge & experience.
Desirable criteria
6. RSA II or equivalent experience
Skills
Essential criteria
7. •Good knowledge of MS Office•Office experience•Excellent communication skills
Desirable criteria
8. •Accurate audio typing. •Previous secretarial experience in acute/healthcare setting •Understanding/ experience of medical terminology.
People Management & Development
Essential criteria
9. •Ability to develop and maintain supportive relationships within the team •Flexibility and adaptability to changing situations
Desirable criteria
10. •Previous experience of working as part of a team.
Specific Requirements
Essential criteria
11. •Proven organisational skills. •Ability to prioritise workload and work to deadlines. •Ability to multi – task •Ability to maintain patient confidentiality•Ability to problem solve and adapt to changing situations.
Desirable criteria
12. •Experience of working with IT Systems
Equality, Diversity, and Inclusion
Essential criteria
13. Evidence of having undertaken own development to improve understanding of equalities issues
14. Evidence of having championed diversity in previous roles (as appropriate to role)
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications