Job overview
The Cellular Pathology Laboratory (main base St Richards Hospital, Chichester) currently dealing with approximately 35,000 – 40,000 Histology specimens.
In addition to routine Histology samples the department undertakes work in Immunocytochemistry (ICC), Special Stains, Non-Gynae Diagnostic Cytology and Digital Pathology using whole slide imaging. The main laboratory at St Richards Hospital is currently open from 8am to 6pm Monday to Friday, whilst the Worthing Hospital laboratory is open from 8am to 5pm, also Monday to Friday.
Our friendly and dedicated administrative team, based at St Richards hospital, plays a key role in supporting the smooth running of the department, contributing to Histology turn-around times and cancer wait times.
Main duties of the job
We are seeking a highly organised and detail-oriented Senior Administrative Assistant to join our Cellular Pathology team at St Richard’s Hospital. You will provide vital administrative support to Consultants, Registrars, and laboratory staff, contributing directly to the production of histology reports, including audio typing. This includes co-ordinating external send-away of pathology cases, preparing histology reports for MDT meetings, and ensuring timely and accurate data entry using systems such as WinPath LIMS and Excel.
The role requires excellent communication skills, the ability to prioritise workload in a busy environment, and strong attention to detail. You’ll work collaboratively across multiple departments and external providers, playing a key part in maintaining quality standards and contributing to continuous service improvement. Full training in departmental systems and processes will be provided.
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
As a Senior Administrative Assistant in Cellular Pathology, you will play a key role in supporting the day-to-day running of the histology service at St Richard’s Hospital, including:
1. Produce high-quality histology reports, including audio typing from Consultants, Registrars and Biomedical Scientists.
2. Coordinate the preparation and dispatch of pathology cases to external providers, including slide batching and clinical documentation .
3. Responsible for preparation of histology reports and slide/digital images for Specialist MDT meetings
4. Track case progress using WinPath LIMS, Excel, and Cerebro (laboratory tracking system) to ensure timely and accurate data management.
5. Communicate effectively with internal clinical teams and external providers to support case flow and reporting.
6. Maintain accurate patient records in line with Trust policies and data protection regulations.
7. Assist with quality assurance, audit preparation, and contribute to the department’s UKAS ISO15189 accreditation.
8. Support general administrative duties and help ensure the smooth day-to-day running of the Cellular Pathology service.
9. Uphold the Trust’s values of Compassion, Communication, Teamwork, Respect, Professionalism, and Inclusion in all aspects of your work.
Person specification
Qualifications, Experience & Skills
Essential criteria
10. NVQ3 or equivalent award
11. GCSE English minimum Grade C or equivalent
12. GCSE Maths minimum Grade C or equivalent
13. Proven ability to concentrate on processes for extended periods, e.g. typing, slide retrieval for MDT sessions, etc.
14. Demonstrable computer keyboard skills required for accurately inputting high levels of data
15. Demonstrable ability to use software programmes such as Word & Excel.
Desirable criteria
16. GCSE ICT minimum Grade C or equivalent
17. RSA3 or equivalent qualifications in Secretarial related subjects
18. Proven experience of working in a Medical environment
19. Experience in 'audio typing'
Equality Diversity & Inclusion
Essential criteria
20. Evidence of having undertaken own development to improve understanding of equalities issues
21. Evidence of having championed diversity in previous roles (as appropriate to role).
Important information for applicants:
A Note on AI Use in Applications
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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