Support Secretary - Urology

University Hospitals Sussex NHS Foundation Trust (279)

A fantastic opportunity has arisen for an experienced support secretary to join our Urology team at St Richards Hospital.

We are looking for an efficient, professional secretary to join our team. If you have excellent typing skills, are a good communicator with good organisational skills and have a strong desire to deliver outstanding care to our patients, then this could be the role for you.

To support the Band 4 secretaries within the Urology Department and to provide effective administrative support to the clinicians and wider team.

Main duties of the job

1. To support the Band 4 Secretaries to provide an efficient and effective secretarial service to the Consultants and clinical teams.
2. Typing of various clinical letters as appropriate within the speciality and other correspondence from audio dictation using Word.
3. Responding to patient queries and booking patient appointments.
4. Prioritising work according to changing demands.
5. To ensure filing is carried out on a regular basis.
6. To use and obtain information from the Patient Administration System and obtain case notes via the tracking system.
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. Receive telephone enquiries from patients, their relatives, GP's and other departments within the Trust and other Hospitals.
9. 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.

About us

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.

Job responsibilities

1. To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
2. Providing cover for annual leave and sickness, as required and as directed by line manager.
3. To use and obtain information from the PAS system, updating and extracting patient information on a daily basis.
4. Using systems i.e. Bighand / Docman / Evolve / ERS and Microsoft Office on a daily basis.

Person Specification Qualifications

• GCSE level C or above in Maths and English

Skills

• Good Knowledge of MS Office
• Office Experience
• Previous secretarial experience in an acute/healthcare setting

People Management and Development

• Flexibility and adaptability to changing situations
• Ability to deal with challenging situations with empathy/tact and diplomacy
• Ability to develop and maintain supportive relationships within a team

Specific Requirements

• Proven Organisational Skills
• Ability to prioritise workload and work to deadlines
• Ability to maintain patient confidentiality
• Ability to multi-task

Freedom to Act

• Ability to use own judgement/initiative
• Ability to problem solve and adapt to changing situations

Equality, Diversity, and Inclusion

• Evidence of having championed diversity in previous roles
• Evidence of having undertaken own development to improve understanding of equalities issues

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 name

University Hospitals Sussex NHS Foundation Trust (279)

£24,071 to £25,674 a year, pro rata