To provide an efficient and effective administration and secretarial service for our Dermatology service.
This role will work on a hybrid basis. 1 day in the office and 1 day remotely - or 2 days in the office if that's preferable.
ABOUT THE SERVICE
Sussex Community Dermatology Service (SCDS) and Kent Integrated Dermatology Services (KIDS) is a busy community dermatology service stretching across Sussex, Surrey and Kent. The clinical team consists of Consultant Dermatologists, GPwSIs as well as registered trained Nurses and Health Care Assistants. We also have a dedicated and experienced team of Administrators, Managers and Business Support roles. The service aims to 'see and treat' patients during their initial appointment, to avoid the patient having numerous follow-up appointments. The clinical services available to the patients within our service include day surgery, minor operations, patch testing, photodynamic therapy, and phototherapy. We focus on the needs and preferences of our patients, ensuring their wellbeing is at the heart of our decisions.
KEY DUTIES AND RESPONSIBILITIES
A full range of secretarial duties including typing and/or formatting clinic letters, and test results using digital and/or audio dictation, booking appointments and writing discharge correspondence.
Carry out all typing, secondary care and two week rule referral requests from Consultants and GP with Special Interest (GPwSI) doctors.
Administration duties including booking appointments, filing, shredding and scanning documents when required.
Become proficient in understanding the types of conditions that the clinical team can see.
Use electronic systems to access and update patient information and clinical data.
Understand the importance that local and national NHS policy procedures, such as the '2 Week/62 Day Pathways' & '18 week rule', are adhered to (if relevant).
Assist, when required, with telephone and email correspondence for patients, clinical staff and other staff and to respond appropriately and efficiently.
Update patient records with details of email or telephone correspondence.
Manage and answer all telephone calls related to the service in a courteous and tactful manner, to ensure that patients are communicated with effectively.
Provide information and advice to patients about appointments via telephone, letter or email.
Attend staff meetings as requested by the management team.
Liaise with a wide range of internal staff including Consultants, GP with Special Interest (GPwSI) doctors, IT and administration teams.
Liaise with external medical personnel (including staff at hospitals and GP surgeries).
Handle confidential patient material in a sensitive and discrete manner.
Assist the management team with any other reasonable duties as requested.
Acquire knowledge and skills in use of the IT systems used for the provision of services.
Upgrade GP referrals from triage as directed by clinicians and/or senior staff members.
Communicating with clinicians regarding patient correspondence, checking discrepancies in correspondence when necessary.
Being a point of contact for queries from patients, clinicians and nursing staff, maintaining a positive and polite manner at all times.
Check and action the 'secretarial team' task inbox on a regular basis.
Be pro-active in checking for and actioning urgent and two week rule dictations on Lexacom.
KEY SKILLS, KNOWLEDGE AND EXPERIENCE
Previous experience as medical secretary.
Knowledge of medical terminology (ideally in the dermatological field).
Experience in managing electronic patient records.
Knowledge with current software systems such as SystmOne or Choose and Book.
Excellent organisational and administration skills.
Excellent customer service skills and the ability to communicate in a sensitive, sympathetic manner with tact and understanding of patients' needs.
Proficient user of Microsoft Word.
Good IT skills.
Excellent communication skills, both written and spoken including listening skills.
Flexible and positive attitude towards role.
Ability to organise and prioritise own workload.
Ability to workproactively within a team and independently.
Confidentiality / Data Protection
Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
Information Governance
All staff must comply with information governance requirements. These includes statutory responsibilities (such as compliance with the Data Protection Act), following national guidance (such as the NHS Confidentiality Code of Practice) and compliance with Sussex Community Dermatology Service policy and procedures. All staff are responsible for any personal information (belonging to staff or patients) that they access and must ensure it is stored, processed and forwarded in a secure and appropriate manner.
Health and Safety
All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that SCDS's health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.
This job description is intended to reflect, in outline, the responsibilities of the post holder, which may change over time with corporate or local business needs of The Organisation. It will therefore be subject to periodic review.
Job Type: Part-time
Pay: 9,632.00 per year
Expected hours: No less than 15 per week
Benefits:
Company pension
Health & wellbeing programme
Schedule:
8 hour shift
Monday to Friday
Work Location: Hybrid remote in Worthing BN11 2AA