Job overview
We have an exciting opportunity which has arisen in the Women and Children's Division for a Speciality Co-ordinator in Obstetrics and Gynaecology 37.5 hours per week Monday to Friday on a 8 months fixed term contact or secondment to cover Maternity Leave.
This role provides an opening for enthusiastic individual who wishes to broaden their horizons in managing 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.
Main duties of the job
To manage a full administrative service for the Consultants, designated medical staff and Specialist Nurses and provide an efficient and effective secretarial service. To act as first point of contact for all forms of communication for the Consultants and their team. To monitor the timetable of the consultant team, taking an overview of the co-ordination of inpatient and outpatient commitments. To communicate appointment and admission related information to patients and/or carers. To support the administrative pathway ensuring patients are seen within the mandatory waiting time targets.
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
Communication
Service Delivery and Improvement
1. Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required.
2. To assist the Obstetric and Gynaecolog Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas.
3. Manage and prioritise own workload and to be able to work independently.
4. Type complex medical documents.
5. Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
6. Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
7. Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.
Patient Care Delivery
8. To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
9. Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis.
10. Co-ordinate professional diaries for key staff.
11. Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.
-- Please see Job Description & Person Specs for further info --
Person specification
Qualifications
Essential criteria
12. 5 GCSE A-C grades or equivalent including English and Maths
13. VRQ Vocational Level 3 or 4 or equivalent qualification
14. Advanced knowledge of Microsoft Office Packages
Desirable criteria
15. Medical Secretarial qualification
16. Previous experience of working in a similar role within a healthcare services
17. Secretarial/PA qualification
Skills
Essential criteria
18. Excellent knowledge of a full range of secretrarial procedures
19. Experience of establishing efficient office systems and processes
20. Excellent communication skills (both verbal and written)
21. Resilient
22. Patient focused
23. Resilience
24. Excellent attention to detail and meeting deadlines
25. Flexibility and adaptability to changing situations
26. Friendly manner
27. Proven organisation skills to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
28. Self-motivated and ability to work without supervision
29. Ability to work to deadlines and meet conflicting demands
Desirable criteria
30. Audio typing and experience of digital dictation systems
31. At least 2 years experience as a Medical Secretary
32. Knowledge of PAS systems
33. Managing challenging behaviour
People Management and Development
Essential criteria
34. Able to help others and recommend best course of action
35. Adapt to changing situations within the team
36. Able to communicate with a wide variety of stakeholders
37. Putting the Patient First
Desirable criteria
38. •Ability to build effective working relationships
39. •Able to motivate and influence others
Specific Requirements
Essential criteria
40. Ability to use own judgement/initiative to problem solve and adapt to changing situations
41. Recognise abnormal results and bring to the attention of the Consultant
42. Excellent keyboard skills
43. Able to maintain confidentiality in accordance with the Data Protection Act
44. Able to manage own workload and work independently escalating concerns or areas of improvement
45. Able to concentrate when work pattern is unpredictable and where there are frequent interruptions
46. Understand the appropriate escalation of problems/concerns to line manager or medical staff
47. Ability to contribute to update policies
Freedom to Act
Essential criteria
48. Ability to work on own initiative and as part of a team
49. Positive contribution to change to enhance patient pathway experience and outcome
50. Ability to recognise training needs
Equality, Diversity & Inclusion
Essential criteria
51. Evidence of having undertaken own development to improve understanding of equalities issues
52. 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