Job summary
- Main area
- Obstetrics and Gynaecology
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday to Friday)
- Job ref
- 279-6212514-APR24-A
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- St Richards Hospital
- Town
- CHICHESTER
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 23/05/2024 23:59
- Interview date
- 30/05/2024
Employer heading
Speciality Co-ordinator Obstetrics and Gynaecology
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, 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 overview
We have an exciting opportunity which has arisen in the Women and Children's Division for a Speciality Co-ordinator in Obstetrics and Gynaecology 37.5 hours per week Monday to Friday.
This role provides an opening for enthusiastic individual who wishes to broaden their horizons in managing administration. The position requires an individual who puts the patient first and seeks opportunities to develop the service and themselves in order to improve systems and processes to meet Trust targets and values.
Main duties of the job
To manage a full administrative service for the Consultants, designated medical staff and Specialist Nurses and provide an efficient and effective secretarial service. To act as first point of contact for all forms of communication for the Consultants and their team. To monitor the timetable of the consultant team, taking an overview of the co-ordination of inpatient and outpatient commitments. To communicate appointment and admission related information to patients and/or carers. To support the administrative pathway ensuring patients are seen within the mandatory waiting time targets.
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, 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.
Detailed job description and main responsibilities
Communication
Service Delivery and Improvement
- Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required.
- To assist the Obstetric and Gynaecology Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas.
- Manage and prioritise own workload and to be able to work independently.
- Type complex medical documents.
- Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
- Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
- Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.
Patient Care Delivery
- To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
- Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis.
- Co-ordinate professional diaries for key staff.
- Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.
-- Please see Job Description & Person Specs for further info --
Person specification
Qualifications
Essential criteria
- • 5 GCSE A-C grades or equivalent including English and Maths
- • VRQ Vocational Level 3 or 4 or equivalent qualification
- • Secretarial/PA qualification
Desirable criteria
- • Medical Secretarial qualification
- • RSA Stage III Typing or equivalent
Knowledge Training Experience
Essential criteria
- • At least 2 years experience as a Medical Secretary
- • Excellent knowledge of a full range of secretrarial procedures
- • Experience of establishing efficient office systems and processes
- • Ability to take and transcribe minutes of meetings
- • Experience of working in a multi-disciplinary team environment
- • Previous involvement in data collection, patient pathway tracking and data collection
Desirable criteria
- • Previous NHS work experience in an acute setting
Communication
Essential criteria
- • Ability to manage own time and work independently whilst also meeting priorities
- • Ability to learn and implement new processes quickly and independently
- • Ability to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager
- • Advanced keyboard skills
- • Ability to respond to a crisis sensitively and with appropriate urgency
- • Ability to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues
- • Ability to show empathy and understand the difficulties faced by people affected by cancer
Desirable criteria
- • Audio typing skills and experience of digital dictation systems.
- • Ability to build effective working relationships
- • Able to motivate and influence others
Analytical and Judgemental
Essential criteria
- • Ability to use own judgement/initiative to problem solve and adapt to changing situations
- • Recognise abnormal results and bring to the attention of the Consultant
- • To be able to prioritise workload in an ever changing and demanding environment
Planning and Organisational
Essential criteria
- • Proven organisational skills and ability to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- • Self motivated and ability to work without supervision
- • Attention to detail
- • Organising meetings and events as required
- • Proven team working skills
Physical Skills
Essential criteria
- • Advanced keyboard skills
- • Ability to concentrate when work pattern is unpredictable and where there are frequent interruptions
- • Understand the appropriate escalation of problems/concerns to line manager or medical staff
Patient/Client Care
Essential criteria
- • Provide non clinical information and advice to patients and relatives about admissions and appointments
- • Aware of the need for confidentiality in accordance with Data Protection Act
- • Ability to maintain confidentiality
- • Putting the Patient First
- • Telephone contact with patients and GP Practices
- • Able to monitor patients through their referral pathway
Information Resources/IT
Essential criteria
- • Excellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point
- • Compliance and understanding of the Trust policy for Information Governance
- • Effective and accurate keyboard skills
Desirable criteria
- • Previous use of Patient Administration Systems (PAS)
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to
- 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
- Shelley James
- Job title
- Care Group Support Manager
- Email address
- [email protected]
- Telephone number
- 01243 788122
- Additional information
If you would like to discuss the role or visit the Department, please contact:-
Shelley James, Care Group Support Manager, on 01243 788122 ext 31969
or
Tanya Sell, Lead Secretary, Obs & Gynae Admin on 01243 32971
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