Job summary
- Main area
- Ophthalmology
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 22 hours per week
- Job ref
- 279-6523962-NOV24
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Sussex Eye Hospital
- Town
- Brighton
- Salary
- £26,530 - £29,114 pro rata
- Salary period
- Yearly
- Closing
- 28/11/2024 23:59
Employer heading
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
We are looking for an experienced Medical Secretary to work within the Ophthalmology department. You will be based at the Sussex Eye Hospital, Brighton.
To provide a comprehensive and efficient secretarial and administrative service to clinicians other members of the clinical teams to allow the smooth and efficient performance of their duties within the Sussex Eye Hospital 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.
We have a part time position available (22hrs per week).
Main duties of the job
To provide a comprehensive and efficient secretarial and administrative service to Ophthalmology Consultants , ensuring 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.
You must have excellent interpersonal skills and be able to communicate with NHS colleagues, patients and relatives by email, telephone and face to face.
You must be able to priorities your workload, be good at time management and have the ability to meet deadlines.
You must be adaptable and have the ability to embrace change.
Knowledge of working in a hospital environment or similar environment is desirable but not essential.
We have a part time position available (22hrs per week).
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
- 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 the Sussex Eye Hospital, 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.
- 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 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 Secretarial Supervisor covering the needs of the service.
Person specification
Experience and communication skills
Essential criteria
- Good communicator and have adaptable skills
- Experience of working in a pressurised environment and meeting deadlines
- Must have good experience of secretarial duties
- English and Maths
- Audio typing and IT literate - word, excel, email
- Medical terminology
Desirable criteria
- Minimum of 1 years experience of secretarial duties
- NHS experience
Equality, Diversit & Inclusion
Essential criteria
- Evidence of having championed diversity in previous roles (as appropriate to role).
- 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
- Tracy Elliott
- Job title
- Secretarial Services Manager
- Email address
- [email protected]
- Telephone number
- 01273 696955
- Additional information
I can be contacted either by email or telephone. Ext 64259.
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