Theatres Administrator

1 month ago

Chichester, United Kingdom University Hospitals Sussex NHS Foundation Trust Full time

Job overview

We have an exciting opportunity which has arisen in the Women and Children's Division for a Speciality Co-ordinator in Obstetrics and Gynaecology 37.5 hours per week Monday to Friday.

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

Main duties of the job

To provide administrative support for the care of patients throughout their pregnancy and gynaecology patients from diagnosis until treatment. The post holder will be required to support all administrative aspects of a patient’s pathway.

The Speciality Coordinator will provide essential administration and validation services to Gynaecology and Obstetrics Consultants, designated medical staff and Specialist Nurses, and, in addition, will provide quality assurance, quality improvement and NHS expertise contributing to the overall efficient and effective running of the Service.

To undertake admin and clerical duties relevant to the Service commensurate with Band 4 levels of responsibility.

To work without supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation for the service. Maintain personal and professional development to meet the changing demands of the job and participate in appropriate training activities.

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

Communication

Service Delivery and Improvement

Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required. To assist the Obstetric and Gynaecology Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas. Manage and prioritise own workload and to be able to work independently. Type complex medical documents. Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner. Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department. Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.

Patient Care Delivery

To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department. Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis. Co-ordinate professional diaries for key staff. Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.

-- Please see Job Description & Person Specs for further info --

Person specification

Qualifications

Essential criteria

•5 GCSE A-C grades or equivalent including English and Maths •VRQ Vocational Level 3 or 4 or equivalent qualification •Secretarial/PA qualification

Desirable criteria

•Medical Secretarial qualification •RSA Stage III Typing or equivalent

Knowledge Training Experience

Essential criteria

•At least 2 years experience as a Medical Secretary •Excellent knowledge of a full range of secretrarial procedures •Experience of establishing efficient office systems and processes •Ability to take and transcribe minutes of meetings •Experience of working in a multi-disciplinary team environment •Previous involvement in data collection, patient pathway tracking and data collection

Desirable criteria

•Previous NHS work experience in an acute setting

Communication

Essential criteria

•Ability to manage own time and work independently whilst also meeting priorities •Ability to learn and implement new processes quickly and independently •Ability to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager •Advanced keyboard skills •Ability to respond to a crisis sensitively and with appropriate urgency •Ability to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues •Ability to show empathy and understand the difficulties faced by people affected by cancer

Desirable criteria

•Audio typing skills and experience of digital dictation systems. •Ability to build effective working relationships •Able to motivate and influence others

Analytical and Judgemental

Essential criteria

•Ability to use own judgement/initiative to problem solve and adapt to changing situations •Recognise abnormal results and bring to the attention of the Consultant •To be able to prioritise workload in an ever changing and demanding environment

Planning and Organisational

Essential criteria

•Proven organisational skills and ability to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations •Self motivated and ability to work without supervision •Attention to detail •Organising meetings and events as required •Proven team working skills

Physical Skills

Essential criteria

•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

Patient/Client Care

Essential criteria

•Provide non clinical information and advice to patients and relatives about admissions and appointments •Aware of the need for confidentiality in accordance with Data Protection Act •Ability to maintain confidentiality •Putting the Patient First •Telephone contact with patients and GP Practices •Able to monitor patients through their referral pathway

Information Resources/IT

Essential criteria

•Excellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point •Compliance and understanding of the Trust policy for Information Governance •Effective and accurate keyboard skills

Desirable criteria

•Previous use of Patient Administration Systems (PAS)

Equality, Diversity, and Inclusion

Essential criteria

Evidence of having championed diversity in previous roles (as appropriate to Evidence of having undertaken own development to improve understanding of equalities issues

Important information for applicants

Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager. 

DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.

Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for those that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker.

Closing adverts early: Please apply as early as you're able for this role. In the event of exceptional interest we may close adverts earlier than specified.

UHSussex reserves the right to close the role early if we receive a high volume of applications

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