Job overview
We are looking for an experienced Secretary to join our Paediatric Team at St Richard's Hospital on a part time permanent contract.
If you have highly effective secretarial and organisational skills there is an exciting opportunity to join the Paediatric Team as a Speciality Co-ordinator supporting the clinical team.
We are seeking a highly motivated and organised individual to join the team on a part time basis of 15 hours per week.
Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable. The role is varied with close working with the clinical team and other support networks as well as providing admin support of the paediatric medical rota.
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 Paediatrics Team. Work without supervision and take the initiative as and when required.
2. To assist the Paediatric Consultants with administration and clerical duties relating to the day to day running of the Paediatric 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
Essential and Desirable
Essential criteria
12. 5 GCSE A-C grades (or equivalent) including English & Maths
13. VRQ Vocational Level 3 or 4 or equivalent qualification
14. Office Administration experience
15. At least 2 years experience as a Medical Secretary
16. Excellent knowledge of a full range of secretarial procedures
17. Excellent communication skills (both verbal and written)
18. Proven organisation skills to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
19. Self-motivated and ability to work without supervision
20. Ability to work to deadlines and meet conflicting demands
21. Recognise abnormal results and bring to the attention of the Consultant
22. Ability to use own judgement/initiative to problem solve and adapt to changing situations
23. Understand the appropriate escalation of problems/concerns to line manager or medical staff
24. Aware of the need for confidentiality in accordance with Data Protection Act
25. Excellent knowledge of MS Office, including Word, Outlook, Diary Management, Excel, PowerPoint
26. Ability to deal with telephone calls/typing letters with a potentially distressing or emotional content
Desirable criteria
27. Medical Secretarial qualification, ECDL
28. RSA Stage Ill Typing or equivalent
29. Previous NHS work experience in an acute setting
30. Stationery/stock orders
Equality, Diversity, and Inclusion
Essential criteria
31. Evidence of having undertaken own development to improve understanding of equalities issues
32. 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