Job overview
Band 4 Pathology Directorate Administrator
Are you ready to step into a role that places you at the core of a dynamic, fast-paced regional pathology service?
We’re offering more than just an administrative position. This is your opportunity to become a key player in a forward-thinking, collaborative, and innovative team delivering exceptional pathology services across Sussex.
As a Directorate Administrator, you will work alongside the senior clinical and operational leadership team, supporting the smooth running of our pathology specialties including Blood Sciences, Microbiology, Histopathology and Support Services.
You’ll provide high-level administrative support and play an active role in coordinating meetings, maintaining accurate records, preparing documents, and assisting in the decision-making processes that keep the service running smoothly and efficiently.
We’re looking for someone who is:
1. Motivated and enthusiastic, with a can-do attitude
2. Highly organised, with strong attention to detail
3. A confident communicator, comfortable working with professionals across all levels
4. Proactive, with a willingness to bring new ideas and suggest improvements
5. Committed to supporting a service that underpins patient care across the region
If you're someone who takes pride in supporting a high-performing team and wants to play a part in shaping the future of pathology services, we’d love to hear from you.
Main duties of the job
Responsibilities include organising, attending and supporting directorate meetings, maintaining accurate action trackers, ensuring timely dissemination of meeting papers, assisting with documentation preparation, and supporting a range of administrative processes to enable the directorate to function efficiently.
In addition, the post holder will assist with the administrative coordination of education and study days and support preparatory work in advance of regulatory assessments or service reviews.
Working for our organisation
At UHSussex (UHSx), diversity is our strength, & we want you to feel included to help us always put the Patient First. Your uniqueness & 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, & can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) & a Veteran Aware Trust.
We treat our patients & staff with the same compassion & empathy we expect for ourselves. We’re here for them when they need us, and we go above & beyond to meet their needs. This can be seen in our candidate information pack & wellbeing programme, for staff which is extensive & 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 & training so that we can be the best that we can be. From the moment you start with us & throughout your career we will help you to grow & develop. We hope that in choosing UHSx you are choosing a long & happy career where you will be able to see the difference you make & feel valued for all that you do.
We look forward to receiving your application & the start of your journey with UHSx.
Detailed job description and main responsibilities
For further information about the remit and responsibilities of the role please review the job description attached.
Person specification
Experience
Essential criteria
6. 5 GCSEs (A-C) or equivalent, including English and Maths.
7. Extensive and demonstrable knowledge and experience of the full range of administrative systems / programmes to include all Microsoft applications (Teams, Word, Excel, PowerPoint) and email proficiency.
8. Educated to at least NVQ Level 3/Diploma level or equivalent experience.
Desirable criteria
9. Keyboard qualification or skills to RSA Level 3 or equivalent experience.
10. Previous administration experience in the NHS or another Healthcare environment.
11. Recognised IT qualification e.g. CLAIT, ECDL or equivalent.
12. Awareness of national pathology regulations (UKAS, MHRA, HTA), the Data Protection Act, and Caldicott Guidelines.
Specific Requirements
Essential criteria
13. Advanced keyboard skills with an associated higher level of manual dexterity.
14. Minute taking, transcription and diary management.
15. Advanced typing skills at approximately 70+ words per minute.
Equality, Diversity and Inclusion
Essential criteria
16. Evidence of having undertaken own development to improve understanding of equalities issues
17. 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