Job overview
If you have highly effective secretarial and audio typing skills there is an opportunity to join the Obstetric and Gynaecology Admin Team as a Support Secretary supporting the Speciality Co-ordinators and the rest of the Team.
The role includes supporting booking of Gynaecological diagnostic procedure appointments for patients in line with national targets.
Main duties of the job
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and medical staff.
Previous secretarial/administration experience and excellent audio typing skills are essential. Knowledge of medical terminology is desirable but not essential. Support the Division by providing an effective booking provision for Gynaecological diagnostic procedures. To make available an efficient and reliable service to book patients’ appointments in line with national targets. Ensure the smooth running of clinics by rescheduling, ensuring maximum utilisation, booking in turn, whilst maintaining waiting lists in line with Government targets.
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.
Working for our organisation
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
Detailed job description and main responsibilities
1. Typing of clinic letters as appropriate within the specialty and other correspondence from audio dictation (Big Hand) using Word.
2. Support the Division by providing an effective booking provision for Gynaecological diagnostic procedures. To make available an efficient and reliable service to book patients’ appointments in line with national targets. Ensure the smooth running of clinics by rescheduling, ensuring maximum utilisation, booking in turn, whilst maintaining waiting lists in line with Government targets.
3. Prioritising work according to changing demands.
4. Presenting pathology, laboratory and X-ray reports to Consultants or Clinical Team.
5. To ensure that filing/scanning is carried out on a regular basis onto the patient electronic notes system (Evolve).
6. To use and obtain information from the Patient Administration System (Careflow).
7. 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.
8. Dealing with telephone enquiries from patients, relatives, GP’s and other departments within the Trust and other hospitals.
9. To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
10. 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.
11. 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.
12. Providing cover for annual leave and sickness, as required within the Division and as directed by the Lead Speciality Co-ordinator.
13. Using systems on a daily basis, including Bighand, Careflow, Evolve and Microsoft Office on a daily basis.
Person specification
Experience/Qualifications
Essential criteria
14. GCSE or equivalent in English and Maths
Desirable criteria
15. RSA II typing/word processing or equivalent
16. RSA III typing/word processing or equivalent
Specific Requirements
Essential criteria
17. Proven organisational skills.
18. Ability to prioritise workload and work to deadlines.
19. Ability to multi-task.
20. Ability to maintain patient confidentiality.
Desirable criteria
21. Maintain a tidy work area.
22. Experience of working with IT System.
Skills
Essential criteria
23. Accurate audio typing. Good numeracy and literacy skills.
24. Effective and accurate keyboard skill.
25. Good knowledge of MS Office.
26. Office experience.
27. Excellent communication skills.
Desirable criteria
28. Previous secretarial experience in acute/healthcare setting.
29. Understanding/ experience of medical terminology.
30. Understanding of the Hospital environment.
People Managment and Development
Essential criteria
31. Ability to develop and maintain supportive relationships within the team.
32. Flexibility and adaptability to changing situations.
33. Ability to deal with challenging situations with empathy/tact/diplomacy.
Desirable criteria
34. •Previous experience of working as part of a team.
Freedom to Act
Essential criteria
35. Ability to use own judgement/initiative.
36. Ability to problem solve and adapt to changing situations.
37. Ability to reflect on own work/accept and manage change.
Equality, Diversity & Inclusion
Essential criteria
38. Evidence of having championed diversity in previous roles (as appropriate to role)
39. Evidence of having undertaken own development to improve understanding of equalities issues
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