Job Description

The post holder will be responsible for providing an efficient clerical administrative support service to Community midwives between hospital wards/departments , managers, clients/patients, and other hospitals. The post holder will be required to work as part of a team with clinical staff to deliver the highest standards of administrative support possible for all patients and staff.



The post holder will be expected to cover at other trust sites. (Royal Sussex County Hospital, Princess Royal Hospital)

Please note:

This post will be based in Sussex House, Abbey Road, Brighton, BN2 1ES (part of RSCH site)



Post holder is the liaison between hospital and Community midwifery service. This involves communicating with community midwives, GPs, patients/clients, health visitors, social workers and other hospitals.



Liaise with the labour ward regarding overnight messages ensuring transfer to the appropriate midwifery team.



Distribute post-natal visits to each team of midwives and ensure that antenatal community clinics are covered in the event of sickness.



Maintain up to date records of postnatal visits and antenatal clinics held.



Post holder is responsible for ordering stationary and equipment, pharmaceutical sundries and forms for midwives.



Post holder is responsible for providing booking notes for the midwives, including photocopying of additional forms, collating blood forms and leaflets.



Administration for Antenatal Classes, contacting families to confirm class dates, booking rooms for classes.



Administration for clinics/ booking in clients and action referrals



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



Communication



The post holder is point of contact for all community midwives to relay appropriate information regarding a client's scheduled visit. Accurate message taking and recording of this information is necessary.



Good communication and interpersonal skills to interact with tact and diplomacy with patients and staff at all levels and incorporating the trusts values and behaviours;



Ability to provide and receive information which may be complex, sensitive or contentious in nature;



Ability to engage in collaborative problem solving with co-workers and staff. Must have the ability to function as a "team player", being considerate and flexible, taking the needs of your peers into consideration;



Ability to exercise discretion to ensure that patient confidentiality is maintained and a professional, respectful hospital environment exists at all times;



Ability to maintain composure, efficiency and a positive, customer-service orientated manner during periods of peak workload, with frequent interruptions, under tight deadlines, and when interacting with patients who are ill, angry or emotionally distressed;



Good written and oral communication skills to clearly and concisely provide information, explanations, and instructions to, and elicit information from others with varying levels of ability to understand;



Use terminology and phrasing which is responsive to and appropriate for patient's age, language skills and emotional state;



Maintain up-to-date knowledge and skill levels in area of expertise to ensure provision of the highest quality patient care services.



IT/Data Input



Establish working knowledge of procedures and practises, some of which are non-routine, including medical records systems, medical terminology, appointment scheduling and department policies and procedures;



Ability to use a number of different computer based systems to enter pertinent patient information, schedule appointments, and maintain clinical database;



Input of patient information onto trust and maternity systems in an accurate and timely manner to ensure trust receives payment for patient maternity pathway.



Planning / Organisation



Plan, organise, prioritise and accomplish a variety of concurrent assignments, some of which may be complex and unpredictable, in an effective and efficient manner, particularly when there are changes in workload or assignments;



Remain flexible and adaptable to alterations in policies and procedures, proposing changes where appropriate;



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 the action necessary 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.



Recommend changes to policies, procedures and department environment to enhance departments' ability to provide optimum service to all customers.



Reception Duties



Post holder may from time to time as required be expected to cover on reception at other trust sites;



Greet patients in a courteous and helpful manner. Establish and confirm each patient's demographic details and update Patient Access System as necessary;



Direct patients to waiting areas or other clinics and departments as required;



Inform patients of approximate clinic waiting times and in conjunction with clinical staff keep patients informed as and when situations change;



Issue follow-up appointments when required, including identifying and supplying relevant information / literature.



Complete all clinic outcomes coding information on Patient Access System and ensure that clinics are fully reconciled. This includes confirming attendance, completing outcome, and inputting all the data recorded on clinic attendance sheets;



General



If patients cancel their appointments where appropriate reschedule or refer them to their Community Midwife;



Record all case note movements on the Patient Access System;



Answer and respond to general queries such as appointment cancellations;



Deal with complaints in the first instance, and where appropriate refer to line manager;



Ensure the training of new and temporary staff as required;



Inform the Clinic Manager of organisational and/or environmental problems that may compromise patient care;



Assist with the continued incorporation and development of the Patient Access System and the Electronic Patient Record (EPR);



Participate in quality initiatives and data collection as requested;



Re-schedule clinics on Patient Access System as required;



Comply with the Departments mandatory training programme;



Attend Trust wide meetings as requested;