Job overview
To provide general clerical support to the secretaries enabling them to provide an efficient and effective administrative service to the Consultants and clinical teams
Prior to submission of your application for any internal secondment or fixed term post, please ensure that you have discussed this with your line manager to obtain their approval.
If you do not have written approval from your current line manager to take this position if successful as an internal secondment opportunity, it would be offered as a fixed term position.
Main duties of the job
To provide comprehensive clerical support to the admin staff and other staff within the department.
• Undertake general clerical duties as required consistent with the job, provided training has been give including:
1. Open & date stamp incoming post and assist with outward going, internal and external post
2. To assist with setting up patient paper medical records file/upload to electronic patient records
3. To assist with filing duties as requested.
4. To assist with photocopying as requested.
5. Update/maintain departmental databases
6. To assist with scanning documents.
• To file, chase, retrieve and deliver medical notes, signed investigation reports and other documentation relating to patients
• To undertake routine maintenance of records e.g. thinning, repairing, and tidying.
• To undertake scanning of records when requested.
• Ability to prioritise own workload and plan accordingly
• Monitor and advise admin staff of stationery needs, take delivery of departmental stationery including putting the stock away in appropriate place.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. 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 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
To provide comprehensive clerical support to the admin staff and other staff within the department.
• Undertake general clerical duties as required consistent with the job, provided training has been give including:
7. Open & date stamp incoming post and assist with outward going, internal and external post
8. To assist with setting up patient paper medical records file/upload to electronic patient records
9. To assist with filing duties as requested.
10. To assist with photocopying as requested.
11. Update/maintain departmental databases
12. To assist with scanning documents.
• To file, chase, retrieve and deliver medical notes, signed investigation reports and other documentation relating to patients
• To undertake routine maintenance of records e.g. thinning, repairing, and tidying.
• To undertake scanning of records when requested.
• Ability to prioritise own workload and plan accordingly
• Monitor and advise admin staff of stationery needs, take delivery of departmental stationery including putting the stock away in appropriate place.
Person specification
Administration Experience
Essential criteria
13. Administration Experience
Desirable criteria
14. Administration Experience
Equality, Diversity and Inclusion
Essential criteria
15. Evidence of having undertaken own development to improve understanding of equalities issues
16. 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