Job overview
The purpose of this role is to contribute to the efficient running of anaesthetic services by undertaking administration, the booking and outcoming of specialist anaesthetic clinics, personnel and secretarial work for the department as required. The post-holder will primarily be based at the Royal Sussex County Hospital, Brighton, however they must also be willing the work cross site and spend some of their working week at the Princess Royal Hospital, Haywards Heath.
The context for this role is that the anaesthetic department, comprised of approximately 96 consultant anaesthetists, 65 trainee anaesthetists, supported by a small administrative team, is responsible for covering some 15,000+ theatre sessions per year, plus additional regular assessment clinics for patients about to undergo an operation. The over-riding priority of the administrative team is to ensure that every session and clinic has an anaesthetist on the day. This requires the team to juggle a complex matrix of staff availability on a daily basis, where unexpected change is commonplace.
In addition, the team provides administrative and medical secretarial support to clinicians and managers, organising meetings and training courses, and providing divisional staff with performance and financial information.
Main duties of the job
1. Booking of referrals and appointments for the weekly specialist anaesthetic clinics. Sending appointments to patients. Ensuring patient notes are readily available for the consultant prior to clinic date, retrieval of notes from clinic and typing of clinic letters.
2. Moving and/or cancelling appointments when required.
3. Maintaining a follow-up system ensuring that all investigations requested have been carried out, the results received, brought to the attention of the relevant consultant and subsequently filed.
4. Processing notes for review in a timely manner, ensuring that the relevant anaesthetist has sight of them when required
5. Supporting the Anaesthetic Trainee Rota Manager and Anaesthetic administration Manager with the daily running of the department and deputising where necessary.
6. Assisting with wider departmental secretarial tasks, as and when required.
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
Communications and Relationship skills
· Supporting the Anaesthetic Trainee Rota Manager and Anaesthetic administration Manager with the daily running of the department and deputising where necessary.
· Working with all levels of staff including consultants, junior doctors, specialist nurses, theatre staff and patients.
· Amending the electronic anaesthetic staff rota in the Trainee Rota Manager and Administration Manager’s absence, under consultant supervision and communicating change of anaesthetist, surgeon, or theatre number to the relevant staff.
Full details available on the attached JD and Person Specification
Person specification
Education
Essential criteria
7. Good standard of Education
8. Secretarial qualification or equivalent experience
Desirable criteria
9. 5 GCSE's grade C/5 or above
Knowledge
Essential criteria
10. Administrative Experience
11. Organisational skills
Desirable criteria
12. NHS experience
Skills
Essential criteria
13. Good communication skills
14. Computer Literate
Desirable criteria
15. Experience of dealing with difficult situations with tact and diplomacy
16. Knowledge of hospital computer systems
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
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