Bariatric Secretary

To support the Bariatric Coordinator within the department and to provide a full and comprehensive secretarial service for the Consultants and clinical teams.

Work without supervision, problem solve and take initiative when required.

Act as first point of contact between Consultants and team maintaining good communication with them and other staff along with patients and members of the public.

Manage and prioritise own workload and work independently

Type clinical correspondence

Maintain database for patients, chase up results.

Responsible for taking and transcribing minutes at departmental meetings as required in line with Trust policy

Validate patients pathway and outcomes from attendances

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.

Main Duties by Factor

Communication and Relationship Skills

Work without supervision, problem solve and take initiative where required
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
Liaise with dietitians regarding processing of patient two year discharge summaries
Action consultant/clinician annual leave, co-ordinating closure of clinics
In the absence of the relevant consultant/s, medical or nursing team member, ensure appropriate messages are taken or information escalated where appropriate to the senior manager
Communicate effectively with the teams on a timely basis ensuring robust systems exist so that staff feel informed
Be able to communicate both across the Trust and interdepartmentally with all levels of staff, medical, nursing, clinical support staff and other members of the multi-disciplinary teams
To liaise with external professionals as well as the general public in a friendly, professional and courteous manner, using empathetic and sympathetic skills when required
Ensuring cover for colleagues’ annual leave and sickness, as required

Analytical and Judgemental Skills

Prepare reports where necessary, analysing statistics
Updating billing spreadsheet for bariatric inpatient activity

Planning and Organisational Skills

Manage and prioritise own workload and be able to work independently
To have a detailed working knowledge of roles carried out by the administration team to ensure continuity of service during staff absences
Ensure all correspondence within the team is signed and presented within reasonable time limits
Ensure new referrals are distributed appropriately for triage in a timely manner
Processing of clinics for consultants and clinicians and ensuring outcomes complete and requested investigations recorded on pending database
Maintain database for patients pending investigations and chase up outstanding results. Liaise with clinicians regarding outcomes and actions
Co-ordinate the dispatch of patient questionnaires on receipt of T4/SIBS referrals and maintain tracking system to ensure timely return, where necessary contact the patient in the event of non-return
Maintain tracking system for psychological assessments, in the event of non-return, contact patient to discuss completion requirements
To ensure all filing is carried out on a regular basis
To ensure patient files are maintained appropriately

Patient/Client Care

Take urgent action on complaints, being proactive in order to minimise the risk of them becoming more formal, seeking advice where necessary
Maintain confidentiality in all aspects of role

Policy and Service Development Implementation

Follow Trust policies in role, determined by others
Suggest procedural/service improvements

Financial and Physical Development

Monitor and manage stationery/equipment

Learning and Development

Attend mandatory training upda