Clerical Assistant

We have an exciting opportunity has arisen in the Women & Children's Division for a Clerical Assistant in Obstetrics and Gynaecology18 hours per week.

This role provides an opening for enthusiastic individual who wishes to broaden their horizons in providing administration support. 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.

The Clerical Assistant is a pivotal role, you will liaise closely with Specialty Coordinators in the Gynaecology Administration Team to support for efficient patient and clinic management.

To provide comprehensive clerical support to the Gynaecology Administration Team enabling them to provide an efficient and effective administrative service to the Consultants and clinical teams in the Obstetric & Gynaecology department, and clerical support cover for the Paediatric Administration Team.

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

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.

**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 UHSussex, 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 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

Main

**Responsibilities**:
To work effectively and flexibly as part of a team to facilitate the provision of day-to-day services in line with Trust standards and protocols.

To provide a complete clerical service to the Gynaecology Admin Team

To be responsible for accurate data entry of patient information to comply with Trust Objectives/Guidelines.

Check patient demographics and amend as necessary.

Ensure correct patient note tracking through Careflow according to Medical Records Guidelines.

To take receipt of incoming correspondence, telephone, written and verbal enquiries for the Gynaecology Team as required.

To sort and timestamp incoming mail and deliver to the necessary parties.

To carry out administrative tasks such as sending out letters effectively and efficiently.

Scan and send documents as and when required, filing and photocopying.

To use the EVOLVE system for uploading & scanning of paperwork as requested.

To assist Speciality Coordinators and Support Secretary with paperwork and enquires as and when required.

To order stationary requirements via Oracle online system as requested.

To use own initiative to maintain stationery stocks, answer queries, and forward relevant communication to staff.

To manage telephone enquiries sensitively and initiate appropriate action.

To report maintenance and IT issues and follow these up in an appropriate timeframe.

To contribute to the collection of accurate data for performance monitoring and other purposes.

To exploit all modern IT tools available to provide the most efficient use of time and the most effective service e.g. Microsoft Outlook, Word, PowerPoint, Excel, Careflow.

To adhere to the safeguarding policy for children and act as an advocate for the child/baby by processing concerns appropriately.

To be responsible for own time management allowing for flexibility within the daily schedule.

To manage telephone enquiries sensitively and initiate appropriate action.

Participate in the training and induction of new staff as required.

There may be additional clerical duties based upon specific departmental needs.

Cross cover all areas of Women & Children’s Division.