Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
To be a member of a centralised Administration Team, providing a complete, comprehensive and responsive secretarial and administration service for the Heads of Departments and Senior Management Team, which provide essential corporate services across a large and diverse range of activities within the Division.
Main duties of the job
The post holder will be part of a centralised Administration/Secretarial team, led by and reporting to the Head of Administration Services and Green Travel.
The post holder will be responsible for providing essential support services to the Facilities and Estates Division as part of a team and will need to efficiently perform the following duties:-
For more information please see Job Description and Personal Specification.
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
1.Arrange meetings with internal colleagues and external agencies.
2. Ensure all relevant meeting material and associated paperwork are collated and distributed electronically in a timely manner,
3. Manage schedules for the Senior Management Team and Heads of Departments.
4. Take action notes and when required comprehensive minutes of meetings, i.e. including but not limited to Safety Management Groups, Committee meetings, staff and management meetings.
5. Type reports and various correspondence, i.e. including but not limited to agendas, minutes, tender documentation, letters, emails, presentation material including power point presentations), some of which may be of a confidential nature.
6. Raise, monitor and report on status of purchase orders on the Trust’s Oracle iProcurement system, liaising with Divisional Managers and the Procurement Team to resolve all queries.
7. Create and maintain spreadsheets and databases.
8. Maintain and manage the relevant contract, maintenance and project registers/records as required.
Make travel/accommodation arrangements as required for senior management in respect of external conferences/seminars/ workshops/meetings.
10. Respond to telephone enquiries from internal and external sources (post holder must answer all phones in the absence of colleagues or at particularly busy times).
11. Participate in the daily rotational system for reception/post duties within the Facilities and Estates Administration and Accommodation offices. Ensure that all guests and visitors are cordially greeted and dealt with efficiently.
12. Maintain the T: Drive electronic filing systems and manual filing systems on a regular basis.
13. Maintain the Facilities and Estates and Accommodation documentation register.
14. Attend appraisal/review meetings with the Head and Deputy Head of Administration Services, Facilities and Estates Division.
15. The post holder may be required to cover for other administrators with the Facilities and Estates Administration team when required.
16. The post holder may be required to cover their colleagues in the Green Travel Team at times (training regarding the Green Travel/Staff Parking systems will be provided).
17. The post holder will perform any additional duties within the Administration Service that may be required to ensure the smooth running of the Divisions.
18. As part of the Administration Service, we provide a comprehensive administrative service for departments, i.e. Accommodation.
Person specification
Experience / Qualifications
Essential criteria
1. 5 GCSEs (A-C) or equivalent, including Maths and English.
2. Educated to NVQ Level 3 or equivalent level of competancy
3. Keyboard Skills to RSA Level 3 or equivalent.
4. Recognised IT Qualification e.g. CLAIT, ECDL or equivalent
5. Previous Experience in an busy Office Environment (Minimum 2 Years)
Skills and ED&I
Essential criteria
6. Evidence of having undertaken own development to improve understanding of equalities issues
7. 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