Job summary
- Main area
- Gastroenterology
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 279-6282759-JUN24-A
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- Worthing Hospital
- Town
- Worthing
- Salary
- £25,147 - £27,596 per annum pro rata
- Salary period
- Yearly
- Closing
- 11/07/2024 23:59
Employer heading
Speciality Coordinator Gastroenterology
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 are looking for a part time ( 22.5hr) Speciality Coordinator to join our Gastroenterology team at Worthing
To manage a full and comprehensive administrative service for the consultants and medical staff. To act as the point of contact, for service users. To monitor inpatient and outpatient commitments of the consultant and medical team and escalate when appropriate. Coordinate and allocate work within the administration team to ensure the effective operation of the administration function.
Main duties of the job
To manage a full and comprehensive administrative service for the consultants and medical staff.
To act as the point of contact, for service users. To monitor inpatient and outpatient commitments of the consultant and medical team and escalate when appropriate.
Coordinate and allocate work within the administration team to ensure the effective operation of the administration function.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 busy Gastroenterology team.
The post holder will support a team of consultant Gastroenterologists including locums plus their registrars and specialist nurses .
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.
Detailed job description and main responsibilities
To manage a full and comprehensive administrative service for the consultants and medical staff. To act as the point of contact, for service users. To monitor inpatient and outpatient commitments of the consultant and medical team and escalate when appropriate. Coordinate and allocate work within the administration team to ensure the effective operation of the administration function.
Communication
· Work without supervision, problem solve and take initiative where required. · Co-ordinate and oversee workload of secretaries, admin team members and Clerical Assistants to ensure KPIs are met.
· To act as the first point of contact between consultants and their team, maintaining good communication with them and other staff in the department, as well as patients and members of the public.
· Dealing with face-to-face, telephone and email enquiries from patients, relatives, GPs, other departments within the Trust/community and other hospitals in an appropriate, sensitive / diplomatic manner and as efficiently as possible, ensuring timely resolution/action. Often dealing with queries and complaints which are complex, contentious, and emotional in nature.
· In the absence of the relevant consultant/s, medical or nursing team member, ensure that appropriate messages are taken, or information escalated where appropriate.
· Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed.
· To co-ordinate and liaise with other team members to ensure that cover arrangements for annual leave and sickness are facilitated by working as a team.
· To act in accordance with Trust Behaviour Values when dealing with the general public and other Health Professionals and agencies in a friendly, professional and courteous manner, using empathetic and sympathetic skills as required.
· Arrange and chair regular team meetings to ensure effective communication.
· Highlight any departmental concerns regarding performance of the team or operational issues that prevent service delivery to the line manager.
Please see attached for full job description.
Person specification
Qualifications
Essential criteria
- 5 GCSE 4-9 / A-C grades (or equivalent) including English & Maths
Desirable criteria
- Medical Secretarial qualification RSA Stage III Typing or equivalent VRQ Vocational Level 3 or 4 or equivalent qualification
Knowledge, Skills & Experience
Essential criteria
- Knowledge of Medical Terminology Significant experience as a Coordinator Excellent knowledge of a full range of administrative/secretarial procedures and systems.
- Previous NHS work experience in an acute or primary care setting Medical Terminology Certificate
- Ability to use own judgement/initiative. Ability to problem solve and adapt to changing situationsAbility to develop and maintain a supportive relationship within the team. Flexibility and adaptability to changing situations Excellent communication skills (verbal and written) Ability to deal with challenging situations with empathy, tact and diplomacy Day to day supervision of staff
- Holds/maintains stationery stock and purchases office equipment and stationery where necessary and within budget
- Manage resources/workload as required Coordinating and working as part of a cohesive team. Positive contribution to change to enhance the patient pathway experience and outcome. Ability to work independently, flexibly and perform effectively under pressure. Articulate, self-starter with the ability to work autonomously. Ability to recognise training needs Carry out appraisals admin staff
- Positive contribution to change to enhance patient pathway experience and outcome Ability to work independently, flexibly and perform effectively under pressure Articulate, self-starter with the ability to work autonomously. Ability to recognise training needs. Motivated and innovative
- Cross site travel for cover within the team Occasional distressing or emotional circumstances – type letters of a distressing nature
Desirable criteria
- Appraisal Training and experience
Planning/Organisational
Essential criteria
- Plan and organise complex activities/programmes/rotas Self-motivated and ability. Able to work in a pressurised environment to work without supervision Ability to work to tight deadlines and meet conflicting demands.
- 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
- Develop and implement policies and propose changes to practices, procedures for own area. Implement secretarial and administrative policies/standard operating procedures for own area and ensure compliance within the team.
- Compliance and understanding the Trust policy for Information Governance Proficiency with the Trust’s healthcare systems/databases Ability to transcribe formal minutes. Ability to set up and accurately maintain computerised and manual filing/documentation systems. Demonstrable and proven IT skills. Experience of Word/Excel/PowerPoint
Desirable criteria
- Knowledge of software systems PAS knowledge and experience Bighand/Audio typing experience Validation Knowledge and Experience
Equality, Diversity and 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
- Alexandra Baptie
- Job title
- Directorate Support Manager
- Email address
- [email protected]
- Telephone number
- 07584206852
- Additional information
N/A
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