Overview
Two secretaries from the Respiratory Medicine Department are retiring after over 30 years of service. We are therefore looking for new, enthusiastic staff to join this dynamic team. The role is busy with a lot of variety and you will work in the same area as the consultants, often dealing with their queries and correspondence directly. The department is now situated in the new Louisa Martindale Building.
Responsibilities
* Autonomously 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.
* Respond with tact, diplomacy, reassurance and discretion to telephone enquiries from distressed patients and their relatives (occasional verbal abuse).
* Organise and record diary ensuring all paperwork is available as needed for appointments and meetings.
* Communicate with Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers, managers, wards, admissions, outpatients and other departments; arrange meetings/appointments and provide information on a day-to-day basis.
* Provide a complete secretarial service including audio typing/touch-typing of clinical correspondence, dealing with departmental emails and composing letters, and minute taking.
* Utilise modern IT tools to provide efficient service (Microsoft Outlook, Word, PowerPoint and Excel).
* Typing of reports, statements and theatre lists.
* Comply with the Trust's Complaints Procedure and forward formal complaints and responses without delay.
* Take and transcribe minutes of meetings as necessary.
* Handle enquiries for meetings and provide answers and advice to patients as needed on a regular basis.
* Act as a point of contact for the Clinical Team.
* Produce clinic letters and other correspondence from the electronic dictation system (G2), including amending and sending letters in a timely manner once approved/signed.
Requirements / Qualifications
* The ideal candidate will have NHS experience, secretarial experience and excellent organisational skills.
* You will need excellent time management skills, the ability to organise and prioritise work, and a commitment to patient confidentiality.
* Experience with health IT systems (e.g., Careflow) and electronic dictation (G2) is advantageous.
Other information for applicants
* Important information for applicants: AI Use in Applications – we discourage use of AI tools in completing applications. Your responses should reflect your own voice and experiences.
* Closing adverts early may occur in exceptional interest; some adverts are capped for a limited number of applications.
* Flexible Working: explore potential options with the recruiting/line manager.
* DBS Checks: a Disclosure and Barring Service check is undertaken for roles eligible for criminal record checks; offers are made in line with the Rehabilitation of Offenders Act 1975.
* Visa / Sponsorship: This role does not meet the minimum criteria for visa sponsorship under current UK immigration rules. Applicants must already have the right to work in the UK to be considered.
* UHSussex reserves the right to close the role early if a high volume of applications is received.
You will need excellent time management skills, the ability to organise and prioritise work, and an understanding of, and commitment to, patient confidentiality.
About UHSussex
At UHSussex we are proud to be at the heart of the NHS. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best we can be. We strive to create an inclusive environment and offer staff wellbeing programmes, flexible working where possible, and support through staff networks and buddy systems. We are committed to diversity and equal opportunity.
How to apply
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack
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