Main area: Admin and Clerical
Grade: Band 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday - Friday)
Job ref: 279-6662880-NOV24
Employer: 279 University Hospitals Sussex NHS Foundation Trust
Employer type: NHS
Site: 1 x Princess Royal and 2 x Freshfields
Town: Brighton
Salary: £23,615 per annum
Salary period: Yearly
Closing: 29/11/2024 23:59
About our Trust
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.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First. In fact, our mission is summed up by our ‘where better never stops’ motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. 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, including where possible, flexible working to support work-life balance - 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.
Job overview
You will need to be accurate and numerate and used to achieving and sustaining deadlines whilst working with minimum supervision. This is a clerical job working within a warehouse environment preparing Health Records for outpatient appointments throughout the Trust which does involve the lifting of boxes containing medical case notes.
Being able to follow strict Health Record guidelines is an important element to the job, as is adhering to Trust-wide policies and procedures.
An appreciation of the importance of confidentiality is paramount in this department due to the high level of patient information that is stored.
If you are hardworking, have the ability to work to a high standard, are flexible and a good team player, then we would like to hear from you.
Medical Records has several Teams which all work together for the delivery of the Service.
Main duties of the job
Tracking and re-filing all case notes returned to the department and patient documentation whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner.
The role involves pulling, prepping, filing, tracking, culling, archiving and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.
You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.
This role involves covering areas with shortfalls across the Trust.
You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.
Detailed job description and main responsibilities
There are various teams with different roles within the Dept that together facilitate the smooth running of the Health Records Library Services to the University Hospitals Sussex NHS Foundation Trust. As an extension of the Central Library its function is to provide delivery and secure storage for casenotes to be used by Clinical Staff in the delivery of patient care.
Briefly the roles include creating, locating, and retrieving case notes from all areas of the Trust. Dispatching notes on request for clinics and assessments fully prepped and in a timely and effective manner.
Tracking and re-filing all case notes returned to the department and patient documentation whenever necessary. Contributing to the reputation of the Health Records Library by answering the telephone in a friendly and pleasant manner.
The role involves pulling, prepping, filing, tracking, culling, archiving and sourcing missing notes for medical records for the delivery of service to Outpatient Clinics and Theatres.
You will interact with administrative and clinical staff at PRH and RSCH and use a number of software programmes to trace, prep and track records to ensure the timely delivery of records.
This role involves covering areas with shortfalls across the Trust.
You may be asked to work in any part of the Medical Records Depts across the site you are assigned to. You would not routinely be asked to move between major towns, but we may request this from time to time.
Person specification
Experience / Qualifications
* GCSE or equivalent in English & Maths Grade C and above
* Clerical Experience
* Familiar with Computer systems
* Knowledge of data input and use of a database
* Experience of working in a confidential environment (including telephone contact)
* NVQ level 3 or equivalent experience
* Knowledge of the Data Protection Act
Skills
* Experience of working with Microsoft programmes
* Previous Admin/Clerical experience
* Accuracy and an eye for detail
* Excellent organisational skills
* Experience of working with CareFlow
People Management and Development
* Excellent communication skills - both written and verbal
Equality, Diversity and Inclusion
* Evidence of having championed diversity in previous roles (as appropriate to role)
* Evidence of having undertaken own development to improve understanding of equalities issues
Specific Requirements
* Able to lift/move heavy bundles of casenotes
* Able to work in difficult environments
* Willingness to cover areas across Medical Records during shortfalls
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 Immigration 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.
Further Information
For help with the application process for non-medical vacancies only, please contact the Resourcing Team by Email: uhsussex.non-medicalvacancies@nhs.net
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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