Job overview
** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES **
As part of the University Hospital Sussex NHS Foundation Trust Digital Strategy we have an ongoing imperative to digitise the health records of patients and enhance information sharing both organisation wide and with external providers. Delivery to the strategy will comprise of several projects on an ongoing basis delivered via the IT Programmes and Projects (P&P) team.
The EPR Project Administrator will be a key member of the EPR programme team. They will provide comprehensive support to the programme management office function. Key responsibilities include progress chasing; monitoring and reporting on programme and project progress; and maintaining plans and risk and issue logs. The Project Administrator will support the Programme Manager and Project Team members by gathering information and data, and by providing administrative support to meetings and to all aspects of project planning and delivery.
Main duties of the job
The post holder will provide day to day support to the Head of IT Programmes and Projects (P&P) and all members of the team including Project Managers and the Digital Nursing team. They will undertake project support and assurance tasks including maintaining formal project documentation, governance arrangements, reporting and work across all other aspects of project delivery. The role encompasses a broader remit than administration and the position holder will be expected to obtain an in-depth knowledge of all projects, take a lead role in coordinating resources and completing project deliverables.
Additionally, the post holder will act as the first point of contact for P&P and will support the coordination of department management activities including recruitment, record keeping, reporting and meeting coordination
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 ourWellbeing 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
1. To be the primary point of contact and act as front-line communicator on behalf of the Programme Manager/ Programme Team including creating draft non-standard responses for replies to correspondence.
To receive, interpret and re-provide complex information to non-IT expert Trust staff members in an accessible and highly professional manner.
2. To receive, screen and make telephone calls on behalf of the Programme Manager/Programme Team. This will include dealing with general enquiries from staff members and external organisations and resolving enquiries when possible, taking messages or redirecting calls as appropriate and ensuring that adequate and timely action is taken.
3. To engage in problem solving with colleagues, Trust staff, and other outside agencies, using own judgement to prioritise tasks according to the needs of the service.
4. Ability to obtain and collate data reports for presentation
5. Proven ability to prioritise own workload, without supervision, in order to meet deadlines
6. Flexible work approach and able to work as part of a team.
7. Ability and willingness to acquire new skills.
8. Ability to work under pressure.
9. Able to assess facts to make judgements regarding telephone enquiries from the public or other departments.
Please see attached Job Description and Person specs for full details
Person specification
Experience
Essential criteria
10. Experience of administering projects.
11. Experience in managing a small team inside or outside NHS
12. Business Admin Degree or equivalent or workplace experience working in IT projects and programmes
Desirable criteria
13. Prince 2 Foundation
14. Previous experience of using a Project Management methodology
Equality, Diversity and Inclusion
Essential criteria
15. Evidence of having undertaken own development to improve understanding of equalities issues
16. 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