Job overview
We are seeking to appoint an administrator to support the Medicines Governance team in their role to manage the safe and effective use of medicines within our hospitals and deliver a high quality and timely service. The post holder will provide comprehensive, high quality administrative/secretarial support and assist with the extensive data collection and analysis required as part of the medicines governance agenda.
Medicines governance impacts every speciality within our hospitals and is centered around the patient receiving safe and effective medicines.
Main duties of the job
1. The post holder will be expected to provide active input and assist with the co-ordination of audit activity and presentation of audit reports, according to the needs of the Service.
2. Arrange meetings, issue agendas, take minutes, type and distribute minutes and reports for the PGD group and Medicines Safety group and others as required
3. Collate and distribute published circulars and correspondence e.g. MHRA alerts and recalls
4. Able to extract data from relevant systems such as DATIX and Tendable (after training).
5. Participate in the review and writing of reports, including creation of graphs and simple data analysis.
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
6. To develop and maintain a high level of competence relating to the secretarial skills required to fulfil the role
7. To undertake data analysis and ensure that reports are accurately produced and issued in a timely fashion.
8. To identify scope for improvements in reports and presentations to maximise efficient time management for the team
9. Provide personal administrative support to the Principal Pharmacist, Medicines Safety, Quality and Governance and other team members as needed, including responding to email or diary management as required.
Person specification
Experience, qualifications and skills
Essential criteria
10. English “O” level or GCSE, NVQ3, RSA3 or equivalent qualifications in Secretarial related subjects.
11. Demonstrable knowledge of secretarial procedures at a high level of competence acquired through both training and experience.
12. Knowledge of secretarial function related software programmes, in particular “Word” and Excel.
13. Proven data analysis skills
Desirable criteria
14. Experience using relevant information management systems
15. Experience in providing healthcare administration
Equality, diversity & Inclusion
Essential criteria
16. Evidence of having championed diversity in previous roles (as appropriate to role)
17. 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