Theatre Personal Assistant / Secretary
Main area Secretarial Grade Band 5. Contract Permanent. Hours rostered Monday-Friday with no weekend working expected. 37.5 hours per week (Hours worked Mon-Fri between 8am-6pm).
Employer 279 University Hospitals Sussex NHS Foundation Trust | Site: RSCH, Brighton | Salary £29,970 - £36,483 per annum pro rata | Closing 12/10/2025 23:59 | Job ref 279-7324421-SEP25
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to always put our Patient First. Our mission is summed up by our “where better never stops” motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
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.
As part of our commitment to access for all, please see the different ways you can access the application form.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
The Theatre Personal Assistant / Secretary supports the effective and efficient management of the Main Theatres at the Royal Sussex County Hospital.
Main duties of the job
* Provide high-quality administrative and secretarial support to the Theatre Manager and Team Leaders to support the overall management of the Level 5 Operating Theatres.
* Demonstrate highly developed administrative and communication skills in relation to diary management, information management, reports and presentations, minute taking, action tracking and delivering project work as 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
Communication
* Build good relationships with staff within and outside the department to help address issues that arise.
* Attend Teams meetings weekly with other departments to update theatre schedules.
* Act as central communication and information co-ordinator for the Directorate, promoting efficient and accurate information.
* Be the first point of contact between the Directorate and the Trust and other internal and external agencies at local and national levels. Handle enquiries and assess urgency and priority.
* Support Management Team in maintaining good communications with other Directorates and Senior Management.
* Communicate in a polite and confident manner to all calls received in the office.
* Coordinate attendance and communication of meetings; take minutes as required, prepare agendas, and chase action points.
* Prepare for Clinical Governance meeting, including agendas and PowerPoint presentations on topics such as complaints and staffing updates; circulate minutes after approval.
* Maintain Theatre Datix/Complaints/Plaudits database and coordinate responses within Trust policy and timelines; liaise with patients as needed for non-clinical guidance.
Service Delivery and Improvement
* Provide responsive and efficient PA support to the Perioperative Theatres Team; maintain confidentiality and serve as central point of contact.
* Maintain electronic confidential filing systems and electronic diaries for regular and ad hoc meetings.
* Manage incoming mail and outgoing correspondence with appropriate distribution and follow-up.
* Exercise autonomous judgement to draft non-standard responses and prioritise tasks.
* Prepare business plans, briefing notes, summaries and reports.
* Plan and organise meetings, events and conferences for the Perioperative Theatre Team.
* Use initiative to resolve problems and make reasonable decisions as events occur.
* Investigate Theatre issues and propose solutions; manage complex enquiries and determine urgency of requests.
* Prioritise workload and establish clear protocols for work prioritisation.
* Provide cover in the absence of the Rota Coordinator to ensure theatre service continuity.
Please refer to JD for any further information.
Person specification
* Ability to prioritise workload without supervision.
* Minute taking skills and diary management.
* Experience in organising events, seminars, meetings, courses and conferences.
* Advanced working knowledge of Microsoft Office.
* NVQ or equivalent in secretarial studies.
* Knowledge of Bluespier and Healthroster.
Skills
* Ability to work under pressure and meet deadlines in tight timescales.
* Commitment to equalities issues and ongoing development.
* Advanced working knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
Equality, Diversity, and Inclusion
* Evidence of championing diversity in previous roles where appropriate.
* Evidence of ongoing development to improve understanding of equalities issues.
Important information for applicants
A Note on AI Use in Applications
We value individuality and authenticity in applications. While AI tools are accessible, we discourage their use in completing applications. Your responses should reflect your own voice and experiences.
Closing Adverts Early: Adverts may close early if exceptionally popular.
Flexible Working: If you’d like to explore flexible working, please speak with the recruiting/line manager.
DBS Checks: DBS checks are undertaken for eligible roles. Offers comply with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for roles that meet eligibility criteria.
UHSussex reserves the right to close the role early if high volumes of applications are received.
Further Information
For help with the application process for Nursing vacancies, email uhsussex.nursingteam@nhs.net. For Non-Nursing vacancies, email uhsussex.nonnursingteam@nhs.net.
Employer certification / accreditation
The postholder may have access to vulnerable people; it is subject to DBS disclosure checks.
Application numbers
This advert is capped for a limited number of applications and may close early. Please apply promptly.
Name: Chris Webb
Job title: Theatre Manager
Email: chris.webb4@nhs.net
Telephone: 01273696955
For an informal discussion about this role, please contact Chris Webb via email.
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