Job overview
We have an exciting opportunity which has arisen in the Specialist Surgery Division for a Support Secretary in Urology 37.5 hours per week Monday to Friday.
This role provides an opening for enthusiastic individual who wishes to broaden their horizons in administration. The position requires an individual who puts the patient first and seeks opportunities to develop the service and themselves in order to improve systems and processes to meet Trust targets and values.
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and the clinical staff.
Previous secretarial/administration experience and typing skills are essential. Knowledge of the hospital environment and medical terminology are desirable.
Training and support will be given to the successful candidate.
Main duties of the job
You will be working within the Urology admin team alongside Speciality Co-ordinators, Operational Management Team and Clinical staff. The team are based in an office alongside the Consultants and Registrars, which enables good communication and working relationships with the clinical team. As a team we take pride in the roles we play to ensure the smooth and efficient running of the service with an emphasis on patient care. This post would be well suited to someone who enjoys being a team player.
To deal with general enquiries from patients, GP’s, other hospitals and other departments within the Trust in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
Typing of clinic letters and other correspondence from audio dictation.
Make amendments to patient details on PAS as required, in line with Trust policy.
Setting up new patient and follow-up outpatient clinics, highlighting any required changes to the coordinators.
Processing of clinic outcomes, ensuring follow-up appointments are scheduled for those unable to be booked at the time of the clinic.
To use and obtain information from the Patient Administration System (PAS).
Email patients, GPs, staff and other departments within the hospital.
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, 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
Detailed job description and main responsibilities
You will be working within the Urology admin team. The team are based in an office with the Consultants and Registrars which enables good communication and working relationships with the clinical team. As a team we take pride in the roles we play to ensure the smooth and efficient running of the service with an emphasis on patient care. This post would be well suited to someone who enjoys being a team player.
To deal with general enquiries from patients, GP’s, other hospitals and other departments within the Trust in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing.
Typing of clinic letters and other correspondence from audio dictation.
Make amendments to patient details on PAS as required, in line with Trust policy.
Setting up new patient and follow-up outpatient clinics, highlighting any required changes to the coordinators.
Processing of clinic outcomes, ensuring follow-up appointments are scheduled for those unable to be booked at the time of the clinic.
To use and obtain information from the Patient Administration System (PAS).
Email patients, GPs, staff and other departments within the hospital.
Person specification
Experience and Qualifications
Essential criteria
1. GCSE equivalent in English and Maths
2. Good general education
Desirable criteria
3. An appropriate qualification in word processing or typing
Knowledge, Training and Experience
Essential criteria
4. Good computer skills, including Ms Word and Excel
5. Previous related work experience, preferably in an office environment
Desirable criteria
6. Previous experience in the NHS or in a related field
7. Experience of secretarial work
8. Knowledge of medical terminology
Planning and Organisational Skills
Essential criteria
9. Able to manage own time effectively
10. Able to work within an office environment
11. Able to maintain attention to detail under pressure
Physical Skills
Essential criteria
12. Good keyboard skills
Desirable criteria
13. Audio typing
Personal Qualities
Essential criteria
14. Ability to work on own initiative and as part of a team
15. Ability to work in a pressurised environment
16. Flexible approach to work
Equality, Diversity, and Inclusion
Essential criteria
17. Evidence of having championed diversity in previous roles
18. Evidence of having undertaken own development to improve understanding of equalities issues
Communication and Relationship Skills
Essential criteria
19. Polite and helpful communication skills and good telephone manner
20. Friendly and approachable manner
Patient Care
Essential criteria
21. Maintain accurate and confidential records
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