Emergency Floor Medical Secretary

This role provides essential secretarial and administrative support to the Emergency Floor, reporting to the EF support manager. You will be responsible for managing clinical correspondence and referrals, maintaining patient records, tracking outstanding investigations, and ensuring timely communication of information to support patient care.
The role involves working closely with Consultants, Junior Doctors, Senior Nurses, and Ward Clerks to deliver efficient administrative processes and assist in the smooth day-to-day operation of the department. You will also support the preparation and distribution of documentation and minutes for departmental meetings and contribute to maintaining high standards of record keeping and patient confidentiality., + Provide administrative and secretarial support to the Emergency Floor team, including Consultants, Junior Doctors, Senior Nursing staff, and Ward Clerks, under the supervision of the Specialty Coordinator.
Communication and Liaison
+ Act as a point of contact for the department, handling telephone, email, and in-person enquiries professionally, sensitively, and with empathy where needed, particularly when dealing with distressed patients or relatives
Meeting and Record Management
+ Support the smooth running of departmental meetings, ensuring meeting invites, Teams links, agendas, and papers are circulated in advance, and accurate minutes are documented and distributed after approval.
+ Update and maintain departmental action logs, ensuring progress is tracked and outstanding actions are followed up as directed.
Operational Support
+ Monitor and maintain supplies of forms, stationery, and other administrative resources, ensuring areas remain tidy and well-stocked.
+ Assist with uploading, filing, scanning, and archiving of patient documentation, following Trust processes for electronic and paper records
Professional Conduct and Development
+ Demonstrate behaviours in line with Trust values at all times, treating colleagues, patients, and visitors with professionalism, courtesy, and respect., + Provide administrative and secretarial support to the Emergency Floor team, including Consultants, Junior Doctors, Senior Nursing staff, and Ward Clerks, under the supervision of the Specialty Coordinator.
+ Type clinical correspondence and referrals using audio dictation, ensuring they are checked, amended, distributed, and uploaded to electronic systems in a timely and accurate manner.
+ Maintain and organise patient records and documentation, ensuring completeness, accuracy, and confidentiality at all times.
+ Track and chase outstanding investigations and diagnostic results, updating relevant systems such as the Virtual Ward and communicating outcomes to appropriate team members.
+ Assist in the preparation, collation, and distribution of agendas and meeting papers, take clear minutes and maintain action logs for departmental meetings as required.
Communication and Liaison
+ Act as a point of contact for the department, handling telephone, email, and in-person enquiries professionally, sensitively, and with empathy where needed, particularly when dealing with distressed patients or relatives.
+ Liaise effectively with internal teams and external contacts to facilitate smooth information flow, including Medical Records, Clinical Governance, IT, and other administrative staff.
+ Escalate complex or urgent issues appropriately to senior staff.
+ Support patients and families with routine administrative queries, signposting or referring to clinical teams where necessary.
Meeting and Record Management
+ Support the smooth running of departmental meetings, ensuring meeting invites, Teams links, agendas, and papers are circulated in advance, and accurate minutes are documented and distributed after approval.
+ Update and maintain departmental action logs, ensuring progress is tracked and outstanding actions are followed up as directed.
Operational Support
+ Monitor and maintain supplies of forms, stationery, and other administrative resources, ensuring areas remain tidy and well-stocked.
+ Assist with uploading, filing, scanning, and archiving of patient documentation, following Trust processes for electronic and paper records.
+ Maintain awareness of and contribute to ongoing departmental audits and quality improvement initiatives by providing administrative support as required.
+ Provide cover and support to Ward Clerks and other administrative colleagues to maintain continuity of service during periods of absence.
Professional Conduct and Development
+ Demonstrate behaviours in line with Trust values at all times, treating colleagues, patients, and visitors with professionalism, courtesy, and respect.
+ Undertake mandatory and role-specific training, engaging in appraisal and supervision processes to identify and work towards personal development goals.
+ Contribute to creating a positive and collaborative working environment and support the effective functioning of the Emergency Floor's administrative service
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations-elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications

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.
Our hard-working, talented and dedicated people work together towards a common goal - to deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us deliver Excellent Care Everywhere. 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 3) and a Veteran Aware Trust.
We value compassion, inclusion and respect as our core values. 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, 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.
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