Job Description
We are looking for an experienced band 4 medical secretary to work within the busy gastroenterology department at St Richards Hospital Hospital for 15 hours per week on a Thursday/Friday as part of a job share.
The post holder will be enthusiastic and proactive and will be part of a team committed to providing a high level of secretarial support to the clinical team.
The post holder will support the consultant gastroenterologists plus their registrars and specialist nurses with the support of a full time band 3 and medical secretaries assistant band 2.
You should have secretarial experience, with a good knowledge of medical terminology, excellent IT skills; the ability to work with people at all levels, together with excellent organisational and communication skills, both verbal and written. You will be required to work on your own and as part of a team. You will be required to coach/train band 3 support secretaries and medical secretaries assistants within your individual team.
A willingness to learn and develop skills will be positively encouraged. You will be part of an enthusiastic team, who will play an instrumental part in the smooth running of the department
You will need excellent time management skills, the ability to organise and prioritise work along with an understanding of, and commitment to, patient confidentiality.
Join us at UHSussex, every day is different, you can be the change, better never stops
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. 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.
Build a career with us: 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.
- Reviewing (Past) clinic arrivals/outcomes ensuring all actions have been completed on Careflow
- Regularly reviewing/booking and validating from consultants follow up pending lists
- Booking and rescheduling of all gastroenterology appointments, including short notice clinic cancellations
- Tracking and chasing of results/diagnostics/patient updates
- Review future clinics to ensure utilised, highlighting any unutilised/capacity issues
- Typing of clinic/admin letters as appropriate within the speciality and other correspondence from audio dictation using Word/Bighand. Prioritising work according to changing demands.
- File letters within correct speciality within office automation
- Upload pathology, laboratory and x-ray from ICE application onto shared EXCEL spreadsheets for consultants, registrars and nurses to action as necessary
- Action incoming paper results and letters as necessary
- Return patient records (blue folder) to medical records library for scanning to EVOLVE
- To organise stationery requirements and taking delivery of departmental stationery including putting stock away in appropriate place.
- To use and obtain information from the Patient Administration System (CAREFLOW)
- Ensure referrals as passed to consultants to triage via DOCMAN application
- Take minutes at gastroenterology service meetings as requested (IBD/liver)
- To maintain good communications with the Consultant/s, their supporting staff and other staff of the department, as well as patients and members of the public.
- Dealing with telephone enquires from patients, relatives, general practitioners, other departments within the Trust/PCT and other hospitals – complete telephone contact forms via EVOLVE
- Post patient copy letters & investigation requests
- In the absence of the relevant consultant/s, medical or nursing team member, ensure that appropriate messages are taken or information escalated where appropriate to the clinical director or nominated deputy/ Manager.
- Support with training new administration staff i.e. DOCMAN, BIGHAND, office automation, ICE, EVOLVE, CAREFLOW etc.
- 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 liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner
- 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.
- To liaise with other Trust staff as necessary within the hospital and with other external organisations.
- Providing cover for colleagues’ annual leave and sickness, as required and as directed by the Lead Medical Secretary.
- To attend regular team meetings/huddles
- To ensure that an up-to-date detailed summary document outlining details and duties of individuals’ post is maintained at all times and available for use for staff who may have to provide cover in periods of absence.
- Undertaking statutory training courses as required by the Trust and to undertake any other relevant training deemed necessary by the Lead Medical Secretary to perform the job to an acceptable standard.
- Participate in the Trust Individual Performance Review (IPR) process on at least an annual basis
- To adhere to NHS Trust and Department procedures and policies
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