Job summary Sexual Health and Contraception services in Brighton and Hove have been an integrated service since April 2015. The service operates initially out of two hubs with outreach to other parts of the city. The post holder will represent the Integrated Sexual Health Service by acting as the first point of contact to anyone visiting or contacting the service, dealing with all first line enquiries and appointment requests. The post holder will be expected to undertake training to ensure a basic knowledge or level of competence in both contraception and sexual health appropriate to role and to be able to work across all sites of the integrated service according to service needs. Flexibility in working hours is expected including weekend & evening working. You will be responsible for providing reception, administrative and clerical support within Sexual Health and Contraception (SHAC) Service at any of our sites. Working as part of a team to deliver the highest standards of administrative support for patients and staff, main duties will include computer input, responding to telephone enquiries, use of office equipment such as photocopiers and the maintenance of electronic patient records. If this post attracts sufficient interest before the closing date, we may decide to close this vacancy at an earlier date, so an early application is advised. Main duties of the job Delivering front line reception cover for Integrated Sexual Clinic across dual sites to incl. patient registration, booking appointments, answering multiple telephone enquiries, manning department email account Ensuring accurate data entry on to department's EPR system Providing additional administration support to wider team as and when necessary Shifts will be based across 2 sites therefore must have a flexible approach as sometimes last minute changes to rota need to be made About us 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 ourWellbeing 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. Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/ Date posted 31 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time, Part-time, Job share Reference number 279-6909455-JAN25 Job locations Integrated Sexual Health Department Claude Nicol, RSCH and Morley Street Royal Sussex County Hospital, Eastern Road Brighton BN2 5BE Job description Job responsibilities Communication Provides and receives information giving explanations and instructions clearly and concisely using tact or persuasive skills where there may be barriers to understanding, including language, cultural and vulnerabilities. Manages patient expectation through sensitive explanation such as when unable to meet needs due to request for non-commissioned care and signposting to other services, waiting times and time to results. Provide and receive sensitive information, sharing information with patients and staff on a variety of Sexual Health issues and when patients are often highly anxious. Uses patient administration system to send out text reminders to service users for appointments. Supports the management of the Sexual Health Enquiries inbox used by both patients and Health Care Professionals. Manages cancellations, ensures responses are timely and suitably qualified staff are asked to respond to complex clinical concerns and any referrals are passed on to secretarial staff for action. As an employee of this Trust, you may gain privileged knowledge of a confidential nature relating to diagnosis and treatment of patients, personal matters concerning staff or patients, commercial confidences of third parties, and the Trusts business affairs. Such information should not be divulged or passed to any unauthorised persons. All staff must abide by the requirements of the Trusts Code of Conduct for Employees in Respect of Confidentiality. Failure to comply with this requirement may constitute gross misconduct under the Trusts Disciplinary Policy which may lead to summary dismissal. Service Delivery and Improvement Exercises judgement when dealing with enquiries. Uses triage guidelines to guide decision making when advising patients on whether and when they can be seen and the appropriate appointment type Follows policies and protocols suggesting changes for those impacting on own area Maintains stock control and when designated undertakes ordering using Oracle iProcurement ordering software (or replacement) to order departmental stock within agreed levels including stationery stock Ensures correct data entry, text processing and the safe storage of data, ensuring accurate data entry by self to enable reports to be pulled that will support audit requirements and production of dashboards. Scan referrals, letters and handwritten patients notes into electronic patient records as required. Completes staff surveys and audits relevant to role as required. Highlight areas that need improvement in relation to patient flow or delays and potential solutions whilst also responding to patient and staff feedback. Responsibility for opening and closing of the clinic premises when necessary. Ensures the working area and patient waiting area is kept tidy at all times with up-to-date information. Report any potential areas of concern to line manager and by using Datix reporting system as required Demonstrates a personal duty of care in relation to equipment and resources. Maintain health and safety in the department and report all incidents and accidents to the Service Manager as soon as possible, in accordance with Departmental and Trust policy. People Management and Development Demonstrates administrative duties to new starters and less experienced staff both locally and from other hubs. Contributes to the continued training of new colleagues within the department on procedures and policies. Attends meetings and training events as appropriate for role. Patient Care Delivery Provides non clinical advice to patients and carers Hands out pre dispensed, pre packed and sealed prescribed medicines to patents, completes monitoring documentation and updates records for those patients who DNA medicine pick up. Enters data accurately into the computer including demographic, personal and clinical details of patient attendances to provide the department with an up-to-date record of patient activity and information. Receives verbal complaints from patients/staff in a professional manner, taking the initiative to resolve and if unable to resolve/diffuse, refer to shift co-ordinator, senior member of staff or PALS. Has an awareness of the patients journey in terms of steps followed and that any delays to the pathway are reported and where appropriate, initiative used to resolve them. Learning and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your line manager Attend relevant education, training and study days as required. Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service. Job description Job responsibilities Communication Provides and receives information giving explanations and instructions clearly and concisely using tact or persuasive skills where there may be barriers to understanding, including language, cultural and vulnerabilities. Manages patient expectation through sensitive explanation such as when unable to meet needs due to request for non-commissioned care and signposting to other services, waiting times and time to results. Provide and receive sensitive information, sharing information with patients and staff on a variety of Sexual Health issues and when patients are often highly anxious. Uses patient administration system to send out text reminders to service users for appointments. Supports the management of the Sexual Health Enquiries inbox used by both patients and Health Care Professionals. Manages cancellations, ensures responses are timely and suitably qualified staff are asked to respond to complex clinical concerns and any referrals are passed on to secretarial staff for action. As an employee of this Trust, you may gain privileged knowledge of a confidential nature relating to diagnosis and treatment of patients, personal matters concerning staff or patients, commercial confidences of third parties, and the Trusts business affairs. Such information should not be divulged or passed to any unauthorised persons. All staff must abide by the requirements of the Trusts Code of Conduct for Employees in Respect of Confidentiality. Failure to comply with this requirement may constitute gross misconduct under the Trusts Disciplinary Policy which may lead to summary dismissal. Service Delivery and Improvement Exercises judgement when dealing with enquiries. Uses triage guidelines to guide decision making when advising patients on whether and when they can be seen and the appropriate appointment type Follows policies and protocols suggesting changes for those impacting on own area Maintains stock control and when designated undertakes ordering using Oracle iProcurement ordering software (or replacement) to order departmental stock within agreed levels including stationery stock Ensures correct data entry, text processing and the safe storage of data, ensuring accurate data entry by self to enable reports to be pulled that will support audit requirements and production of dashboards. Scan referrals, letters and handwritten patients notes into electronic patient records as required. Completes staff surveys and audits relevant to role as required. Highlight areas that need improvement in relation to patient flow or delays and potential solutions whilst also responding to patient and staff feedback. Responsibility for opening and closing of the clinic premises when necessary. Ensures the working area and patient waiting area is kept tidy at all times with up-to-date information. Report any potential areas of concern to line manager and by using Datix reporting system as required Demonstrates a personal duty of care in relation to equipment and resources. Maintain health and safety in the department and report all incidents and accidents to the Service Manager as soon as possible, in accordance with Departmental and Trust policy. People Management and Development Demonstrates administrative duties to new starters and less experienced staff both locally and from other hubs. Contributes to the continued training of new colleagues within the department on procedures and policies. Attends meetings and training events as appropriate for role. Patient Care Delivery Provides non clinical advice to patients and carers Hands out pre dispensed, pre packed and sealed prescribed medicines to patents, completes monitoring documentation and updates records for those patients who DNA medicine pick up. Enters data accurately into the computer including demographic, personal and clinical details of patient attendances to provide the department with an up-to-date record of patient activity and information. Receives verbal complaints from patients/staff in a professional manner, taking the initiative to resolve and if unable to resolve/diffuse, refer to shift co-ordinator, senior member of staff or PALS. Has an awareness of the patients journey in terms of steps followed and that any delays to the pathway are reported and where appropriate, initiative used to resolve them. Learning and Development Attend mandatory training updates as required. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales. Identify own learning needs and jointly plan training requirements with your line manager Attend relevant education, training and study days as required. Participate in the Trusts appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service. Person Specification Experience/Qualifications Essential Good command of spoken and written English to GCSE C/4 or equivalent Experience of working in an administrative role Desirable Customer service skills in public sector, hospitality, retail NVQ in customer care or equivalent experience Knowledge of medical terminology Skills Essential Customer service experience Competent use of IT systems such as Excel, Word etc Freedom to Act Essential Works independently with manager available for reference. Manages own workload. Follows standard operating procedures and clearly defined occupational policies and protocols. Equality, Diversity, and Inclusion Essential Evidence of having undertaken own development to improve understanding of equalities issues People Management and Development Essential Confidence and ability to demonstrate skills and role requirements to others supporting those less experienced Desirable Previous experience of working within a team Equality, Diversity and Inclusion Essential Evidence of having championed diversity in previous roles Specific Requirements for this role Essential Flexibility for working across 6 days Person Specification Experience/Qualifications Essential Good command of spoken and written English to GCSE C/4 or equivalent Experience of working in an administrative role Desirable Customer service skills in public sector, hospitality, retail NVQ in customer care or equivalent experience Knowledge of medical terminology Skills Essential Customer service experience Competent use of IT systems such as Excel, Word etc Freedom to Act Essential Works independently with manager available for reference. Manages own workload. Follows standard operating procedures and clearly defined occupational policies and protocols. Equality, Diversity, and Inclusion Essential Evidence of having undertaken own development to improve understanding of equalities issues People Management and Development Essential Confidence and ability to demonstrate skills and role requirements to others supporting those less experienced Desirable Previous experience of working within a team Equality, Diversity and Inclusion Essential Evidence of having championed diversity in previous roles Specific Requirements for this role Essential Flexibility for working across 6 days 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name University Hospitals Sussex NHS Foundation Trust (279) Address Integrated Sexual Health Department Claude Nicol, RSCH and Morley Street Royal Sussex County Hospital, Eastern Road Brighton BN2 5BE Employer's website https://www.uhsussex.nhs.uk/ (Opens in a new tab)