Outpatient Receptionist

3 weeks ago

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

Job overview

We require highly motivated and experienced Medical Secretary/PA' to join our secretarial team working in a friendly, positive and supportive environment.

The available post is full time to ensure service needs can be met. Please note this is an office based role with successful applicants required to work on site at Worthing Hospital.

You will be working within an established secretarial team supporting the clinical team within Oncology. You will have previous secretarial experience, with knowledge of medical terminology and audio-transcribing documents. You must be able to work well under pressure and in challenging conditions, with effective organisational skills.

You will have excellent interpersonal and written communication skills, with the ability to prioritise and work flexibly within the existing secretarial team.

Main duties of the job

To provide a comprehensive and efficient secretarial and administrative service to the Clinicians and nursing teams, ensuring all work is prioritised according to the demands of the service. Managing own workload and acting on an independent basis as required by an experienced Medical Secretary.

To perform a variety of client related secretarial duties and to provide efficient administrative and secretarial cross cover support.

To communicate effectively with a wide variety of people, to include GP’s, NHS clients, patients and their carers, and members of the Multidisciplinary Team.

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

To deal with incoming telephone calls (from other trust staff, patients, company representatives, and external service users) in an efficient and courteous manner, making decisions as to those requiring re-routing to the Clinician or dealing with queries which may be of a highly complex nature.  Communicating results that may be of a highly sensitive nature to service users as requested by the Consultant or other senior laboratory staff. Arrange and organise meetings for the medical team as required, taking minutes of these if necessary. To communicate highly complex information (e.g. communicating a change to hospital policy, reduced theatre lists or staff numbers etc.) to other departments within the hospital; overcoming significant barriers using a high level of interpersonal and persuasive skills. To take initial receipt of all incoming correspondence, telephone, written and verbal enquiries as appropriate. To attend meetings relevant to the role of medical secretary. Communicate with other Consultants, GP surgeries, Primary Care Trusts, other hospitals, patients and their carers’, managers, wards, admissions and many other departments. Arranging meetings/appointments and provide information on a day-to-day basis. To ensure that patient confidentiality is maintained at all times in accordance with the Data Protection Act/Caldicott, acting in accordance with Trust policies. To demonstrate extreme tact, diplomacy, patience and empathy in the course of considerable client/patient contact, both in person and over the telephone. To impart clear, concise appointment related information to clients/patients. To reassure anxious patients who have been recalled for further investigation and explain the procedures which will be undertaken. To use interpersonal skills to interact with a variety of patients and to put each individual at ease. To communicate appropriately with patients from different backgrounds and cultures. To communicate appropriately with patients who have special needs including those with physical and mental disabilities, learning difficulties and with clients who are anxious and/or upset. To communicate appropriately with patients who are behaving in an aggressive manner. To deal appropriately with messages left on the out of hours answer service. To communicate effectively and work collaboratively as a member of the Multidisciplinary team.

Service Delivery and Improvement

An autonomous responsibility to manage a comprehensive and well-organised administrative and secretarial service for the department, working with limited supervision and on own initiative, prioritising own workload and organising own work to meet designated deadlines. Provide a complete secretarial service transcribing author dictation utilising a digital dictation voice recognition system. Audio typing correspondence relating to out-patient attendances, medical reports, lectures and publications as appropriate. Maintain a diary on behalf of the clinical team ensuring that the Secretarial Supervisor and Patient Access Manager is notified of any planned absences in accord with the Trust’s Leave Policy. Organising and recording the consultant’s diary ensuring all paperwork is available as needed for appointments and meetings. Take initial receipt of all incoming correspondence, telephone calls, written and verbal enquiries from patients, their families and medical professionals within the Department, the Trust and elsewhere. Using personal knowledge and experience to assess the nature and urgency of the call, and prepare a prompt and/or immediate response when appropriate. Using experience and knowledge judge and prioritise before forwarding all other communications to the Consultant, medical team or other appropriate persons in preparation for action or response. To comply explicitly with the Trust policies and procedures. To perform general clerical tasks including dealing with e-mails, photocopying and filing, maintaining office filing systems and storage of information to meet the needs of the service including uploading documents to Evolve. Maintain and utilise department and Trust information systems and ensure the accuracy of information held on the Patient Administration Systems. To provide cover for other secretarial and administrative staff, in times of absence. To be proficient in the use of IT software, e.g. Microsoft Outlook, Word, PowerPoint and Excel.  Comply explicitly with the Trust’s Complaints Procedure. Without delay forward to appropriate parties all formal complaints and responses. Ensure details of all written plaudits are passed on to appropriate staff. At no time should clinical staff work outside their defined level of competence. If the post holder has concerns regarding this they should immediately discuss this with their Manager, Supervisor or Consultant. The post holder has the responsibility to inform those supervising their duties if they are not competent to perform a duty.

People Management and Development

To mentor new staff when necessary and undertake an active role in the induction of new staff. To help supervise all temporary and bank secretarial staff employed within the Department, directing their work in line with Departmental guidelines.

Person specification

Experience/Qualifications/Skills

Essential criteria

Excellent audio typing skills and ability to touch type quickly and accurately Knowledge of a range of secretarial procedures and IT skills Experience in comparable administrative/secretarial role, to include experience of audio typing Good organisational and time management skills Able to receive and communicate highly sensitive information with tact Good written and spoken English with effective communication and interpersonal skills

Desirable criteria

Good working knowledge of medical terminology

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

  • Outpatient Administrator/ Receptionist

    2 weeks ago

    Chichester, United Kingdom Nuffield Health Full time

    HEAD OFFICE Outpatient Administrator/ Receptionist Outpatient Administrator/ Receptionist Chichester Hospital | Administration | Permanent contract | Full time Up to £21,762.00 per annum 37.5 hours a week Are you a confident and customer-focused administrator, who’s passionate about great customer service? Then you could be just who we’re looking...

  • Bank Outpatient Administrator/ Receptionist

    4 weeks ago

    Chichester, United Kingdom Nuffield Health Full time

    HEAD OFFICE Bank Outpatient Administrator/ Receptionist Administration Assistant / Receptionist - Outpatients Nuffield Health Chichester Hospital | Administration | Bank Contract Part time | £11.25 per hour Working on the bank means you are not contracted to a set number of hours per week but instead work on an ad-hoc basis to suit the needs of the...

  • Bank Outpatient Administrator/ Receptionist

    1 week ago

    Chichester, United Kingdom Nuffield Health Full time

    HEAD OFFICE Bank Outpatient Administrator/ Receptionist Administration Assistant / Receptionist - Outpatients Nuffield Health Chichester Hospital | Administration | Bank Contract | Part time £12.00 per hour Working on the bank means you are not contracted to a set number of hours per week but instead work on an ad-hoc basis to suit the needs of the...

  • Outpatient Receptionist

    1 month ago

    Chichester, United Kingdom 279 University Hospitals Sussex NHS Foundation Trust Full time

    The Outpatients Department is looking for a motivated and enthusiastic person to work as a receptionist within our busy Outpatient Departments on a full time basis. This is a challenging role working across our various different Outpatient departments. - Excellent customer service skills. - Be able to work well under pressure. - Communicate well with...

  • Outpatient Receptionist

    5 days ago

    Chichester, United Kingdom 279 University Hospitals Sussex NHS Foundation Trust Full time

    The Outpatients Department is looking for a motivated and enthusiastic person to work as a receptionist within our busy Outpatient Departments on a full time basis. This is a challenging role working across our various different Outpatient departments. - Excellent customer service skills. - Be able to work well under pressure. - Communicate well with...

  • Outpatient Receptionist

    5 days ago

    Chichester, West Sussex, United Kingdom 279 University Hospitals Sussex NHS Foundation Trust Full time

    The Outpatients Department is looking for a motivated and enthusiastic person to work as a receptionist within our busy Outpatient Departments on a full time basis.This is a challenging role working across our various different Outpatient departments. Excellent customer service skills. Be able to work well under pressure. Communicate well with patients and...

  • Outpatient Receptionist

    1 month ago

    Chichester, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

    Job summary The Outpatients Department is looking for a motivated and enthusiastic person to work as a receptionist within our busy Outpatient Departments on a full time basis. This is a challenging role workingacross ourvarious different Outpatient successful candidate will be expected to demonstrate the following skills:* Excellent customer...

  • Outpatient Receptionist

    3 weeks ago

    Chichester, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

    Job summary The Outpatients Department is looking for a motivated and enthusiastic person to work as a receptionist within our busy Outpatient Departments on a full time basis. This is a challenging role workingacross ourvarious different Outpatient successful candidate will be expected to demonstrate the following skills:* Excellent customer...

  • Outpatient Receptionist

    2 months ago

    Chichester, United Kingdom University Hospitals Sussex NHS Foundation Trust (279) Full time

    Record upon arrival and resolve any hospital transport patient issues. Scan notes into the department using the patient tracking system. Ensure there are no case notes missing. Organise received notes into order for clinics. Notify outpatient nursing staff in advance of any problems, whilst still seeking to rectify them. Supervise Red Cross/Clinical...

  • Endoscopy Receptionist

    2 weeks ago

    Chichester, United Kingdom Your World Healthcare Full time

    **Endoscopy Receptionist** **Location**: Chichester **Job Type**: Temporary **Duration of booking**: Expected to last up to 2 months with possible extension **Proposed start date**: ASAP **Sector**: Healthcare **Base: Hospital** **Band**: 2 **Pay Rates**:£10.69 PAYE Inclusive of holiday pay, depending on skill and experience **Working Days and...

  • Receptionist

    2 months ago

    Chichester, United Kingdom Sussex Community NHS Foundation Trust Full time

    Are you looking for an exciting challenge? We are looking for a friendly and enthusiastic receptionist to join our fantastic Physio and MSK team at the Munro Unit St Richards Hospital. The post will be on a fixed term basis until the 1st September 2024 and working days would be Monday, Tuesday, Thursday and Friday either 8am-4pm or 9am-3pm. Working as...

  • Receptionist

    4 days ago

    Chichester, West Sussex, United Kingdom Sussex Community NHS Foundation Trust Full time

    Are you looking for an exciting challenge?We are looking for a friendly and enthusiastic receptionist to join our fantastic Physio and MSK team at the Munro Unit St Richards Hospital.The post will be on a fixed term basis until the 1st September 2024 and working days would be Monday, Tuesday, Thursday and Friday either 8am-4pm or 9am-3pm.Working as part of a...

  • Endoscopy Receptionist

    4 weeks ago

    Chichester, United Kingdom Your World Healthcare Full time

    **Endoscopy Receptionist** **Location: Chichester/Worthing** **Job Type**: Temporary **Duration of booking**: Expected to last up to 2 months with possible extension **Proposed start date**: ASAP **Sector**: Healthcare **Base: Hospital** **Band**: 2 **Pay Rates**:£10.69 PAYE Inclusive of holiday pay, depending on skill and experience **Working Days...

  • Receptionist/telephonist

    4 weeks ago

    Chichester, United Kingdom Sussex Partnership NHS FoundationTrust Full time

    Would you like to make a difference and use your people skills to support the provision of mental health services in the community? We are looking for a friendly, enthusiastic and self-motivated individual to join our busy Assessment & Treatment Service, based at Chapel Street Clinic, Chichester. As well as Chichester, our services cover care in the...

  • Administration Assistant

    4 weeks ago

    Chichester, United Kingdom Sussex Partnership NHS Foundation Trust Full time

    Job summary Would you like to make a difference and use your people and administration skills to support the provision of mental health services in the community? We are looking for a friendly, enthusiastic and self-motivated individual to join our busy Assessment & Treatment Service, based at Chapel Street Clinic, Chichester. As well as Chichester,...

  • Administration Assistant

    3 weeks ago

    Chichester, United Kingdom Sussex Partnership NHS Foundation Trust Full time

    Job summary Would you like to make a difference and use your people and administration skills to support the provision of mental health services in the community? We are looking for a friendly, enthusiastic and self-motivated individual to join our busy Assessment & Treatment Service, based at Chapel Street Clinic, Chichester. As well as Chichester,...

  • Clerical Officer

    2 months ago

    Chichester, United Kingdom Portsmouth Hospitals University NHS Trust Full time

    Do you enjoy a challenge? Do you have a passion for delivering excellent patient centred care within a busy, fast-paced environment? If this sounds like you, we would love to hear from you. The Head & Neck Care Group are looking to recruit an enthusiastic and versatile individual to join the team as a receptionist for the ENT/Audiology service at St....

  • Emergency Department Receptionist

    5 days ago

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

    Job overview We are looking to recruit 1 full time member of staff to complement our existing Medical Records team to work at the Worthing site. Medical Records is responsible for the maintenance, preparation and prompt delivery of patients' case notes for their outpatient appointments as well as the administration of emergency admissions to the...

  • Emergency Department Receptionist

    4 weeks ago

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

    Job overview We are looking to recruit 1 full time member of staff to complement our existing Medical Records team to work at the Worthing site. Medical Records is responsible for the maintenance, preparation and prompt delivery of patients’ case notes for their outpatient appointments as well as the administration of emergency admissions to the...

  • Health Care Assistant/receptionist

    2 months ago

    Chichester, United Kingdom 279 University Hospitals Sussex NHS Foundation Trust Full time

    As a Healthcare Assistant in Gynaecology you will support the Nursing and Clinical teams to deliver high quality care to women in Early Pregnancy, Colposcopy, Hysteroscopy, Two Week Rule (Rapid Access), Uro-Gynaecology and General Gynaecology clinics. This will be through a mixture of clinical and reception shifts. You will also support the Gynaecology...