Job summary
An exciting opportunity has arisen for a new post as a clerical assistant to join our dynamic, forward thinking multidisciplinary team in the HIV Outpatient department. We are looking for someone with excellent administrative skills to provide comprehensive and efficient administrative and clerical support for the pharmacy team. The team are imminently moving into the brand new hospital building on the RSCH site with access to state of the art clinical environments and equipment.
This is currently a fixed term position, however, it is anticipated that funding will be confirmed to commute the post to a permanent contract in the future.
Main duties of the job
Working as part of a team you will be responsible for delivering the highest standards of administrative support for staff and patients. Main duties will include accurate data input, record keeping, and answering and/or redirecting phone calls to the most appropriate person.
About us
Join us at UHSussex, every day is different, you can be the change, better never stops.
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.
Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. 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.
Build a career with us: 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.
Job description
Job responsibilities
After appropriate training, the post holder will be expected to:
- Maintain accurate electronic patient records.
- Use appropriate computer-based systems to enter patient information, schedule appointments and maintain databases.
- Timely data inputting, collection and maintenance of patient records.
- Clean and reconcile clinic and pharmacy data to ensure accurate database.
- Type documents such as reports and letters as requested.
- Follow office procedures and practices in allocated tasks, which may include using medical record systems, appointment scheduling and the use of medical terminology.
- To be responsible for planning tasks and activities but to be flexible due to a variable workload and frequent interruptions.
- Undertake audits as required.
- To discuss clinic and pharmacy services and aspects relating to sharing of patient information in a sensitive manner; to receive consent from patients (with appropriate training ) who wish to enrol in clinic services or projects as needed.
- Operate office equipment including photocopying and printing.
- Attend any meetings requested by departmental and Trust managers
- Ensure all administrative policies and procedures are adhered to and brought to the attention of all new members of staff.
- Utilise all IT tools available to provide the most efficient use of time and the most effective service eg Microsoft Outlook, Word and Excel. Also, proficiency in using Trust and Departmental databases (including pharmacy and clinic)
- Assist other members of the administration team in times of absence if required.
- To work as an effective and responsible team member, arriving promptly and working effectively during agreed hours.
- Make suggestions to the team regarding improvements to the current systems where they are identified.
- To reflect on and evaluate how well they are applying knowledge and skills to meet current and emerging work demands.
- Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
- Plan, organise and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner.
- Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
- Excellent problem solving skills to independently assess a range of facts or situations; identify the resources available to help solve problems; create, analyse and compare viable solutions and take necessary action to implement them; and follow through to ensure the problem is resolved to the satisfaction of all parties.
- High level of motivation and initiative, seeking assistance from others where appropriate.
- Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality of service.
- To prioritise tasks according to the needs of the service and ensure deadlines are met.
- Undertake any other reasonable duties as required.
Please see Job Description and Person Specification for full details.
Job description
Job responsibilities
After appropriate training, the post holder will be expected to:
- Maintain accurate electronic patient records.
- Use appropriate computer-based systems to enter patient information, schedule appointments and maintain databases.
- Timely data inputting, collection and maintenance of patient records.
- Clean and reconcile clinic and pharmacy data to ensure accurate database.
- Type documents such as reports and letters as requested.
- Follow office procedures and practices in allocated tasks, which may include using medical record systems, appointment scheduling and the use of medical terminology.
- To be responsible for planning tasks and activities but to be flexible due to a variable workload and frequent interruptions.
- Undertake audits as required.
- To discuss clinic and pharmacy services and aspects relating to sharing of patient information in a sensitive manner; to receive consent from patients (with appropriate training ) who wish to enrol in clinic services or projects as needed.
- Operate office equipment including photocopying and printing.
- Attend any meetings requested by departmental and Trust managers
- Ensure all administrative policies and procedures are adhered to and brought to the attention of all new members of staff.
- Utilise all IT tools available to provide the most efficient use of time and the most effective service eg Microsoft Outlook, Word and Excel. Also, proficiency in using Trust and Departmental databases (including pharmacy and clinic)
- Assist other members of the administration team in times of absence if required.
- To work as an effective and responsible team member, arriving promptly and working effectively during agreed hours.
- Make suggestions to the team regarding improvements to the current systems where they are identified.
- To reflect on and evaluate how well they are applying knowledge and skills to meet current and emerging work demands.
- Manage work without supervision, seeking advice where necessary, and act independently within appropriate guidelines.
- Plan, organise and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner.
- Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate.
- Excellent problem solving skills to independently assess a range of facts or situations; identify the resources available to help solve problems; create, analyse and compare viable solutions and take necessary action to implement them; and follow through to ensure the problem is resolved to the satisfaction of all parties.
- High level of motivation and initiative, seeking assistance from others where appropriate.
- Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality of service.
- To prioritise tasks according to the needs of the service and ensure deadlines are met.
- Undertake any other reasonable duties as required.
Please see Job Description and Person Specification for full details.
Person Specification
Experience and qualifications
Essential
- English & Maths GCSE (A-C)
- Relevant administrative qualification NVQ or proven experience working within an administrative role
- Recognised IT qualification CLAIT, ECDL or equivalent proven experience
Desirable
- Knowledge of data protection and Caldicott
- Working knowledge of NHS organisations
Skills
Essential
- Good organisational skills and ability to work as part of a team and independently.
- The ability to prioritise own workload.
- Good interpersonal skills.
- Able to work as part of a multi-disciplinary team.
- Excellent verbal and written communication skills.
- Easily legible writing
- Ability to communicate appropriately and sensitivity to staff/patients/carers.
People Management and Development
Essential
- Able to correct minor faults on office equipment. Able to work on own initiative without direct supervision
- Self-motivated
Specific requirements
Essential
- Knowledge of Word, Excel, PowerPoint, Access and other related PC applications
- Accurate keyboard skills
Freedom to act
Essential
- Works autonomously under supervision and follows standard procedures and practices.
- Liaises with relevant staffing and take appropriate action as necessary
- Identify and adhere to best practice
Person Specification
Experience and qualifications
Essential
- English & Maths GCSE (A-C)
- Relevant administrative qualification NVQ or proven experience working within an administrative role
- Recognised IT qualification CLAIT, ECDL or equivalent proven experience
Desirable
- Knowledge of data protection and Caldicott
- Working knowledge of NHS organisations
Skills
Essential
- Good organisational skills and ability to work as part of a team and independently.
- The ability to prioritise own workload.
- Good interpersonal skills.
- Able to work as part of a multi-disciplinary team.
- Excellent verbal and written communication skills.
- Easily legible writing
- Ability to communicate appropriately and sensitivity to staff/patients/carers.
People Management and Development
Essential
- Able to correct minor faults on office equipment. Able to work on own initiative without direct supervision
- Self-motivated
Specific requirements
Essential
- Knowledge of Word, Excel, PowerPoint, Access and other related PC applications
- Accurate keyboard skills
Freedom to act
Essential
- Works autonomously under supervision and follows standard procedures and practices.
- Liaises with relevant staffing and take appropriate action as necessary
- Identify and adhere to best practice
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.
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
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) .
