Job summary We have an exciting full time opportunity in our Neurology, Stroke and Rehab Team. To support the Band 4 Speciality and Rota Coordinators within the department to provide an efficient, effective admin support service to the clinical and non-clinical directorate teams. Main duties of the job You will assist to provide comprehensive secretarial and administrative support for all. The successful candidate must possess excellent communication skills and will need to be competent with the use of MS office and internal systems. The post holder should have excellent typing skills. They will also be required to perform general office duties including answering phone calls, opening post, filing, photocopying, accurately proof reading documents and entering data onto department databases. The post holder will type clinic/admin letters receive enquiries from patients and staff, using initiative to take appropriate action and escalate when necessary. They will be required to demonstrate the ability to organise their workload and to make decisions and take action in accordance with departmental policies. About us 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. Candidate information pack - University Hospitals Sussex NHS Foundation Trust Date posted 22 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year pro rata Contract Permanent Working pattern Full-time, Part-time, Flexible working Reference number 279-6782872-JAN25 Job locations Worthing Hospital Lyndhurst Road Worthing BN11 2DH Job description Job responsibilities Typing of various clinical letters as appropriate within the specialty and other correspondence from audio dictation using Bighand/Word/Office Automation and Evolve. Scanning documentation to Evolve. Responding to patient queries and booking patient appointments. Distribute incoming post on a regular basis. Prioritising work according to changing demands. To ensure that case notes are tidy with all correspondence filed appropriately and carried out on a regular basis (both paper and electronic format) To use and obtain information from the Patient Administration Systems To maintain good communication with the Consultants, Nursing, Management, supporting staff and all other staff, as well as patients, outside professions and members of the public. Liaising with telephone enquiries from relatives, GPs and other departments within and outside of the Trust. To liaise with all admin staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member for annual leave and sickness, as required and as directed by line manager. To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing. Submitting clinic change requests to cancel/add/change clinics (in Specialty Coordinators absence) Submit requests for room / nursing for additional clinics (in Specialty Coordinators absence) Job description Job responsibilities Typing of various clinical letters as appropriate within the specialty and other correspondence from audio dictation using Bighand/Word/Office Automation and Evolve. Scanning documentation to Evolve. Responding to patient queries and booking patient appointments. Distribute incoming post on a regular basis. Prioritising work according to changing demands. To ensure that case notes are tidy with all correspondence filed appropriately and carried out on a regular basis (both paper and electronic format) To use and obtain information from the Patient Administration Systems To maintain good communication with the Consultants, Nursing, Management, supporting staff and all other staff, as well as patients, outside professions and members of the public. Liaising with telephone enquiries from relatives, GPs and other departments within and outside of the Trust. To liaise with all admin staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member for annual leave and sickness, as required and as directed by line manager. To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing. Submitting clinic change requests to cancel/add/change clinics (in Specialty Coordinators absence) Submit requests for room / nursing for additional clinics (in Specialty Coordinators absence) Person Specification Qualifications Essential GCSE A-C or educated to NVQ level 2/3 or equivalent level of experience Desirable RSA II/III Knowledge and Experience Essential Clinical admin experience working in a multifaceted team Audiotyping Desirable Previous experience as a support secretary Person Specification Qualifications Essential GCSE A-C or educated to NVQ level 2/3 or equivalent level of experience Desirable RSA II/III Knowledge and Experience Essential Clinical admin experience working in a multifaceted team Audiotyping Desirable Previous experience as a support secretary Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name University Hospitals Sussex NHS Foundation Trust (279) Address Worthing Hospital Lyndhurst Road Worthing BN11 2DH Employer's website https://www.uhsussex.nhs.uk/ (Opens in a new tab)