Speciality Co-ordinator Obstetrics and Gynaecology
University Hospitals Sussex NHS Foundation Trust (279)
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 on a 14 months fixed term contact or secondment to cover Maternity Leave.
This role provides an opening for enthusiastic individuals who wish 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 manage a full administrative service for the Consultants, designated medical staff and Specialist Nurses and provide an efficient and effective secretarial service. To act as first point of contact for all forms of communication for the Consultants and their team. To monitor the timetable of the consultant team, taking an overview of the co-ordination of inpatient and outpatient commitments. To communicate appointment and admission related information to patients and/or carers. To support the administrative pathway ensuring patients are seen within the mandatory waiting time targets.
Job 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.
Person Specification
Qualifications
* 5 GCSE A-C grades or equivalent including English and Maths
* VRQ Vocational Level 3 or 4 or equivalent qualification
* RSA Stage III Typing or equivalent
Knowledge Training Experience
* At least 2 years experience as a Medical Secretary
* Excellent knowledge of a full range of secretarial 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
* Previous NHS work experience in an acute setting
Communication
* 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
* Audio typing skills and experience of digital dictation systems.
* Ability to build effective working relationships
* Able to motivate and influence others
Analytical and Judgemental
* 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
* 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
* Organising meetings and events as required
* Proven team working skills
Physical Skills
* 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
* 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
* 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
* Previous use of Patient Administration Systems (PAS)
Equality, Diversity, and Inclusion
* Evidence of having championed diversity in previous roles
* Evidence of having undertaken own development to improve understanding of equalities issues
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.
University Hospitals Sussex NHS Foundation Trust (279)
£26,530 to £29,114 a year, pro rata
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