About this role
Job summary
This is a part-time role for an experienced medical secretary to the Respiratory lung cancer team but may also help cross cover across our medical specialties in times of need.
The secretarial role here is busy and varied. The team works well together and the days fly by!
Please ensure that you discuss with your line manager your application for internal secondment or fixed term contract prior to submission.
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.
We will consider a job share for this role - please state whether you prefer 34 hours or whether job share preferred in the additional information section and state preferred working days so that we can match you with another candidate.
About us
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 abuddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Internal applicants should note that this opportunity will be offered on a secondment basis. Before applying, internal colleagues must discuss the opportunity with their current line manager to confirm whether they can be released from their substantive role if successful. Release to undertake a secondment is not automatic and must be agreed between the colleague, their current line manager, and the recruiting line manager.
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 - in any medical specialties - Resp/Eld/Diab/Rheum/Gen. Stress management skills/experience in busy working environment Enthusiasm for working within the department 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.
Employer details Employer name University Hospitals Sussex NHS Foundation Trust (279)
Address Louisa Martindale Building, Royal Sussex County Hospital
Eastern Road
Brighton
BN2 8DJ
United Kingdom
Employer's website https://www.uhsussex.nhs.uk/ (Opens in a new tab)