Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
Administrative Support Officer – Procurement Team
We are seeking a highly organised and proactive individual to join our Procurement Team. The post-holder will provide dedicated administrative support to the Procurement Leadership Team and assist the wider Procurement function in delivering efficient and effective services.
Key responsibilities include:
1. Providing personal administrative support to senior leaders within Procurement
2. Supporting the Procurement Project Manager on specific projects, including preparing and circulating project reports
3. Maintaining accurate action logs and ensuring timely follow-up on project tasks
This is an excellent opportunity for someone who thrives in a dynamic environment and is committed to supporting operational excellence.
Apply now to be part of a team that drives value and innovation across our organisation.
Please note that this role is not eligible for sponsorship. If you are applying under a graduate visa as your right to work you must have a minimum of 18 months left at the point you apply.
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
Key responsibilities include:
4. Providing personal administrative support to senior leaders within Procurement
5. Supporting the Procurement Project Manager on specific projects, including preparing and circulating project reports
6. Maintaining accurate action logs and ensuring timely follow-up on project tasks
Working for our organisation
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
7. Prepare meeting agendas and co-ordinate distribution of papers.
8. Take minutes and action logs from meetings, ensuring appropriate follow-up action.
9. Produce accurate, high-quality correspondence. Prepare, liaise with contributors to and collate information for reports, presentations and other documents.
10. Ensure good communication channels, both internally and externally on behalf of the Chief Procurement Officer and ProcurementTeam.
11. Communicate with staff within the Trust and in external organisations when arranging meetings or requesting information, where necessary explaining and motivating the importance of the project and using tact and persuasion to achieve the desired outcome.
12. Manage content provided on the Trust intranet, updating and replacing this as necessary.
13. Create surveys and collate responses to support the work of the Procurement Team
14. Maintain electronic diaries to maximise and ensure effective use of senior manager time. Dealing with short notice planning and last minute changes, exercising good negotiation skills to secure mutually agreed outcomes. Identifying and resolving diary conflicts through assessing and prioritising competing demands.
15. Arrange meetings, stakeholder, multi-organisation events, team meetings etc., using good organisational and problem solving skills.
16. Maintain annual leave, sickness and other absence records.Maintain details of procurement work programmes ensuring that staff are aware of deadlines and that highlight reports and project updates are completed.Review and adapt approach to managing and reporting on work programmes within the Directorate.
For full details please read the attached job description and personal specification.
Person specification
Experience / Qualifiactions
Essential criteria
17. •Knowledge and experience of a range of administrative and project support procedures acquired through training and experience equivalent to degree equivalent
Desirable criteria
18. •Educated to degree level •Knowledge and experience of project management
Skills
Essential criteria
19. •Good written, oral and presentational skills
20. •High level of competency in the use of IT including word processing, spreadsheet and presentational software packages and MS Teams (or similar).
21. •High level of attention to detail
People Management and Development
Essential criteria
22. •Able to provide induction training in directorate procedures.
Equality, Diversity, and Inclusion
Essential criteria
23. Evidence of having championed diversity in previous roles (as appropriate to role).
24. Evidence of having undertaken own development to improve understanding of equalities issues
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