Job overview
We are recruiting Faculty Administrators for both Princess Royal and Brighton hospitals
Are you an organised and proactive administrator with a passion for supporting medical education? The PGME Faculty Administration Team plays a key role in ensuring high-quality training within our Trust by providing strong administrative support to our Local Faculty Groups (LFGs) and wider medical education team.
If you have excellent administrative skills, attention to detail, and a collaborative mindset, we’d love to hear from you.
Your role will support LFGs and trainees, collaborating with College Tutors, Programme Directors, and Faculty Leads to coordinate, organise, and manage the local delivery of training programmes.
The post holder will also provide administrative support to the Medical Education Managers and Integrated Education Quality Manager, while also assisting education centre users with room bookings, A/V and IT support, and general inquiries as needed.
An ability to travel to other Trust sites is essential.
Main duties of the job
Please refer to the job Description for full details.
Provide admin support for the various aspects of delivering PGME training programmes, by establishing and maintaining good lines of communication and working relationships with key LFG members, in particular Programme Directors, Faculty Leads and Educational & Clinical Supervisors.
Provide administrative support for and co-ordinate LFG meetings. This will include sending invitations and reminders, booking rooms, the production and circulation of agendas and papers, and accurate written minutes produced in a timely manner, and updating LFG action trackers.
Keep accurate records and update relevant databases and spreadsheets with information on trainees and Locally Employed Doctors
Working with faculty leads and departments, allocate Educational and Clinical Supervisors.
Ensure an effective flow and recording of information on supervision, and appraisal of trainees. This will include working within a framework that will ensure that information is distributed and received at the appropriate time.
Work with discretion when dealing with sensitive and confidential information including complaints, details of trainee feedback and trainees in need of support.
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.
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.
Full details can be found in the Job Description.
Induction: Working as part of the PGME team, support the administration and delivery of the Resident Doctors Induction at key changeover points.
Teaching & training course: Where applicable for the post holders cohort of trainees, in conjunction with faculty leads, co-ordinate and provide administrative support for local teaching programmes.
E-Portfolio & Assessments: Where applicable for the post holders cohort of resident doctors, following initial training, develop expertise and provide administrative support in relation to E-portfolios and assessments.
Education Centre Support: Working as part of a team, provide general office support within the education centre as required. Duties will include covering the centre from 8am on a regular basis, room bookings, liaising with delegates and other centre users, catering staff, medical reps and suppliers, and supporting or redirecting general enquires.
Team Relations: Actively strive to build and maintain positive professional relationships with all members of the PGME team, Integrated Education team, and other colleagues, internal and external to the Trust.
Person specification
Knowledge, Skills & Experience
Essential criteria
1. Experience in similar post/experience in administrative procedures at a similar level.
2. Excellent communication skills and ability to communicate with all levels of staff and deal with sensitive information appropriately.
3. Ability to prioritise workload according to varying needs & work under pressure
4. Excellent IT skills and a working knowledge of Microsoft Word, Excel and Outlook and other key MS packages.
Desirable criteria
5. Work effectively as part of a team
6. Experience with A/V equipment.
7. Experience with Microsoft Teams or similar virtual meeting software
Equality, Diversity, and Inclusion
Essential criteria
8. Evidence of having championed diversity in previous roles (as appropriate to role
9. 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