Clerical Assistant

5 days ago


Brighton, United Kingdom 379 University Hospitals Sussex NHS Foundation Trust Full time

An exciting opportunity has arisen for a clerical assistant and rota administrator to join our dynamic, forward thinking multidisciplinary team in the HIV & Sexual Health and Contraception Outpatient department. We are looking for someone with excellent administrative skills to provide comprehensive and efficient administrative, clerical and reception support for the department.

Working as part of a team you will be responsible for delivering the highest standards of administrative support for staff and patients. Main duties will include accurate data input, record keeping, and reception duties.

Join us at UHSussex, every day is different, you can be the change, better never stops

At UHSx 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 UHSx, 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.

After appropriate training, the post holder will be expected to:

- To assist with providing an administrative service to SHAC/HIV.
- With overview of the rota coordinator, assist with the planning the rota 6 weeks in advance in order to identify gaps and planning the workforce, ensuring that there is sufficient and appropriate cover of all clinic lists.
- Ensure health roster reflects weekly rota for all disciplines
- To assist with processing and maintaining records of annual/study/professional leave for all clinical staff, ensuring online systems are kept up to date. Identifying and discussing any problems with the rota coordinator and/or department leads as needed.
- To continuously monitor cover for all clinical duties for nursing, health advising and medical staff ensuring no clinical shift is left uncovered and to work proactively with rota-coordinator to overcome complex barriers across disciplines to ensure issues arising are resolved.
- After confirmation, liaise with bank nursing staff/booking of bank staff to ensure adequate clinical cover where needed
- To work in collaboration with admin, health advising, nursing staff and senior nurses to ensure that absence records are accurately maintained.
- Ensure all leave is captured on the rota correctly, working with admin leads, nurse and health adviser team leaders and consultants to ensure all leave is compliant.
- Escalate to appropriate individuals/forums where shifts are not covered.
- Escalate any requests breaching the relevant policy.
- Plan, organise and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner.
- Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
- Excellent problem solving skills to independently assess a range of facts or situations; identify the resources available to help solve problems; create, analyse and compare viable solutions and take necessary action to implement them; and follow through to ensure the problem is resolved to the satisfaction of all parties.
- High level of motivation and initiative, seeking assistance from others where appropriate.
- Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality of service.
- Use appropriate computer-based systems to enter patient information, schedule appointments and maintain databases.
- Timely data inputting, collection and maintenance of electronic records.
- Engage in collaborate problem solving with co-workers and other outside agencies.
- Type documents such as reports and letters as requested.
- Follow office procedures and practices in allocated tasks, which may include using medical record systems, appointment scheduling and the use of the medical terminology.
- To be responsible for planning task


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