Job summary
- Main area
- Vascular
- Grade
- Band 4
- Contract
- 2 years (Fixed term 2 years)
- Hours
- Part time - 18.75 hours per week (Monday, Tuesday, Wednesday AM or Wednesday PM, Thursday and Friday)
- Job ref
- 279-6867418-JAN25
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- St. Richards Hospital
- Town
- Chichester
- Salary
- £26,530 - £29,114 per annum, pro rata
- Salary period
- Yearly
- Closing
- 09/02/2025 23:59
Employer heading
Vascular Medical Secretary
Band 4
About our Trust
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.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First . In fact our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. 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, including where possible, flexible working to support work life balance - 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 overview
An exciting opportunity has arisen to join our team of Vascular Secretaries in Chichester Hospital, working alongside the wider Vascular team across University Hospitals Sussex.
The post is part - time at 18.75 hours working 2.5 days consecutively either Monday, Tuesday, Wednesday AM or Wednesday PM, Thursday, Friday, on a fixed term 2 year contract. You will be working alongside another secretary covering half the week each.
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.
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.
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.
This role would suit anyone wishing to take the next step in their career, gaining excellent secretarial experience.
For more information, please contact Elsie Bridson, Deputy Patient Access Manager: [email protected] / 01903 205111 ext. 86636
Main duties of the job
To provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Undertake filing, sending and receiving emails and composition of letters as required.
Dealing with telephone calls from patients/carers/guardians, medical staff, allied healthcare professionals and departments within UH Sussex NHS Trust and other third party healthcare providers, and to assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity.
Maintain an overview of the consultant and team timetable to ensure full utilisation of clinics, where appropriate, ensuring that all clinical activity is managed according to consultant availability.
To be efficient in the use of email, word and excel. There will also be the requirement to use the Trust and departmental database for which training will be given.
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. 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, including where possible, flexible working to support work life balance - 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.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Detailed job description and main responsibilities
This is a fixed term 2-year post. Ideally the post holder will start in February 2025, dependent on recruitment checks. The 2-year fixed term post will commence on the post holders start date.
To provide a comprehensive and efficient secretarial and administrative service to clinicians and other members of the clinical teams to allow the smooth and efficient performance of their duties within the Vascular Department and at any location within UH Sussex Trust if required. To ensure all work is prioritised according to the demands of the service.
Managing own workload and acting on an independent basis as required by an experienced Medical Secretary.
To ensure the secretarial service is seamless by providing appropriate cover to support the demands and needs of service areas.
Key Working Relationships
· Patients and their Relatives/Carers/Parents/Guardians
· Clinicians
· Vascular Nurse Specialists
· Clinical and Directorate Management Teams
· GP and Community Services
Main Duties and Responsibilities
· An autonomous responsibility to manage a full clerical administrative and secretarial service to the Consultants and members of the clinic teams. Time management and prioritising workloads are essential requirements.
- To be responsible for dealing with telephone calls from parents/carers/guardians, medical staff, allied healthcare professionals and departments within UH Sussex NHS Trust and other third party healthcare providers.
- Using tact, diplomacy, reassurance and discretion exchange verbal and written information with parents/carers/guardians, medical staff, allied healthcare professionals and departments regarding future management.
- To assess the nature and urgency of all telephone calls, taking detailed messages and ensuring that the information is passed to the relevant personnel and dealt with at the earliest opportunity.
- To maintain office filing systems and storage of information to meet the needs of the service including uploading documents to Panda and Evolve.
· To use UH Sussex Trust Patient Administration System (Careflow) for the retrieval/tracking of patient information/medical records.
- Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Undertake filing, sending and receiving emails and composition of letters as required.
· To co-ordinator and oversee workload of any Band 3 Support Secretary and Band 2 Admin Assistants who may assist the department workload.
· To assist the Vascular Nurse Specialist with any administrative tasks, as and when required.
· Coordinate with Vascular MDT coordinators for weekly meeting and ensure outcomes are prioritised.
- Monitor and order stationary in line with approved budgets
- To manage clinic changes in accordance with clinician leave and Trust 6-week leave policy guidelines.
- Maintain an overview of the consultant and team timetable to ensure full utilisation of clinics, where appropriate, ensuring that all clinical activity is managed according to consultant availability.
- To be efficient in the use of email, word and excel. There will also be the requirement to use the Trust and departmental database for which training will be given.
- Comply explicitly with the Trust policies and procedures.
Assist other team members in times of absence.
· To undertake secretarial duties as requested by the Deputy Patient Access Manager and Patient Access Manager covering the needs of the service.
See attached job description for full information.
Person specification
Experience/qualifications
Essential criteria
- RSA3 and knowledge acquired through further experience or equivalent.
- Good working knowledge of medical terminology
- Excellent audio and typing skills and ability to touch type quickly and accurately.
- Knowledge of a range of secretarial procedures and software programmes
Desirable criteria
- Previous experience in this speciality
- Recognised AMSPAR qualification
Skills
Essential criteria
- Good written and spoken English and interpersonal skills
- Ability to use own judgement and own initiative when dealing within own specialist area of competence
- Able to plan and organise own time and workload.
People Management and Development
Essential criteria
- Supervise support administrative staff
Specific Requirements
Essential criteria
- Good working knowledge of Outlook, Word, Excel, PowerPoint, Access and other related PC applications
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles
- Evidence of having undertaken own development to improve understanding of equalities issues
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Elsie Bridson
- Job title
- Deputy Patient Access Manager
- Email address
- [email protected]
- Telephone number
- 01903 205111
- Additional information
Available from Monday until 1pm Thursday.
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