Job overview
We are looking for an enthusiastic and positive person to compliment the Typing Pool team as a Staff Supervisor based at Worthing Hospital and working cross site at St Richard's Hospital, working closely with the Typing Pool Manager, supporting in creating a comprehensive, flexible and robust typing service to the Surgical and Medicine Care Groups.
Main duties of the job
The role would benefit someone with an interest in our Digital Dictation System as an expected key initiative needing administrative process support will be the implementation of the replacement for the Office Automation clinical correspondence management system. It will be necessary to maintain support for current system and processes in the meantime.
This is an opportunity for someone looking to develop their career further by developing knowledge and experience in learning HR policies with full support from the Typing Pool Manager. The successful candidate will lead and motivate their team and should be able to deal with challenging situations in a calm and effective manner; will actively support in leading service improvement; who is highly organised and understands the importance of clear communication.
The successful candidate will be required to work flexibly during Monday – Friday to support medical typists working varying hours.
Working for our organisation
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 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.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
1. To collaboratively work together with counterpart to supervise a team of Medical Typists becoming closely involved with specialty typing and administrative support requirements.
2. Be actively involved in improvement initiatives impacting on the throughput of work in the typing pool.
3. Daily monitoring of workload and allocating resources (approximately 19 WTE) to maximise flexibility of support.
4. Record and monitor work hours and absences on the Health Roster.
5. Build and maintain positive relationships with Typing Pool Staff and Typing Pool Manager, Specialty co-ordinators, Admin Managers and, where appropriate, clinicians.
6. Monitor all specialty backlogs, notifying Typing Pool Manager appropriately.
7. Manage resources in the team including, Recruitment, Staff development, Leave, appraisals, Mandatory Training, Sickness, Disciplinary and Capability management working to HR policies.
8. Maintain centralised stationery levels, monitor and order within budget.
9. Support Digital Dictation Lead as Digital Dictation System administrator for Trust.
10. Lead regular staff meetings and huddles to ensure effective communication with team.
11. Maintain effective communication ensuring that Trust and Directorate information is cascaded, and appropriate actions are taken.
12. Ensuring cover for colleagues’ annual leave and sickness, as required.
13. Co-ordinate all aspects of the services risk management and governance activities.
14. Typing of admin and any complex, urgent or specialist work e.g. investigating complaints.
Person specification
Qualifications & Skills
Essential criteria
15. 5 or more A-C GCSE's or equivalent
16. Proven organisational skills with ability to work to deadlines with conflicting demands
17. Good working knowledge of MS Office
18. Good knowledge of HR Policies
19. Audio Typing Experience
20. Able to accept and make change
Desirable criteria
21. RSA or Pitmans Typing Qualification or equivalent
22. Working knowledge of internal systems
23. Understanding of HR policies
24. Digital Dictation Experience
25. ILM / NVQ / VRQ Level 3 in Management
26. Previous Secretarial Experience
27. Good working knowledge of Medical Terminology
Equality, Diversity & Inclusion
Essential criteria
28. Evidence of having undertaken own development to improve understanding of equalities issues 10
29. Evidence of having championed diversity in previous roles (as appropriate to role).
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