Job overview
The post holder will support the Access Manager to deliver inclusive management and service provision, providing a comprehensive and efficient administrative support service to Women’s Services, ensuring all work is prioritised according to the demands of the service. The post holder is responsible for the smooth running of the team, supporting and supervising the clinic coordinators and administrators within the antenatal department, promoting high quality data entry on the Trust’s patient-based systems. To maintain and act as the visible and accessible point of contact for advice, guidance, support and training on all aspects of the Maternity processes and associated applications where appropriate. The post holder will take an active role in auditing processes and ensuring deadlines are met to ensure the Trust receives income in line with the Maternity Pathway Payment System.
Main duties of the job
To support the Access Manager and take a proactive approach in the smooth running of the maternity admin department, and other services supported by the department.
2. To support in delivering national and local targets relating to the antenatal booking service.
3. Develop a working knowledge of procedures and practices, including medical records, medical terminology, appointment scheduling and departmental policies and procedures.
4. To work as part of the team providing a flexible, efficient and high-quality antenatal booking and reception service.
5. To act as lead contact for the department ensuring that the Patient Access Policy are adhered to, whilst delivering the highest standard of administrative support for all patients and staff.
6. Ability to maintain composure, efficiency and a positive, customer service orientated manner during periods of peak workload, with frequent interruptions, working to tight deadlines, and when interacting with patients who may be emotionally distressed.
7. To plan, organise and prioritise work, some of which may be complex and unpredictable, in an effective and efficient manner to ensure tight deadlines are met.
8. To ensure that the team are complying with Trust policies on attendance, conduct and where appropriate uniform.
9. Manage the incoming Maternity Self-Referrals for both PRH and RSCH and make sure that they are entered onto the Maternity Systems and Appointments made.
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
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.
If you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
The post holder will be responsible for staff 1:1 meetings and performance appraisals.
2. To assist with the paperwork preparation and attend interviews for departmental vacancies as required.
3. To ensure that the team are complying with Trust policies on attendance, conduct, ensuring that all appropriate paperwork is maintained relating to staff absences.
4. To deliver preliminary / informal stages of disciplinary, grievance and other related Trust policies and procedures.
5. To be proactive in relation to the smooth running of the department, and services supported by the department.
6. To plan, organise and prioritise assignments to complete work in a timely and efficient manner, particularly where there are changes in workload or assignments.
7. To provide cover for own team and other team leaders during periods of sickness and annual leave.
8. To act as lead contact for the department, whilst delivering the highest standard of administrative support for all patients and staff.
9. To engage in collaborative problem solving with co-workers and staff.
10. To be a team player, showing consideration and flexibility, taking the needs of peers into consideration.
11. Demonstrate high levels of motivation and the ability to work on own initiative, seeking assistance from others where appropriate.
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.
Person specification
essential
Essential criteria
1. GCSEs (A-C) or equivalent, including English and Maths;
2. Equivalent experience.
3. Extensive and demonstrable knowledge and experience of the full range of administrative systems, IT software programmes to include all Microsoft application (word, excel, access, email).
4. Able to work flexibly as part of a team.
5. Experience of communicating effectively with patients and their relatives
Desirable criteria
6. NHS experience
7. ability to prioritise work loads
8. Previous experience of people management preferred but not essential
9. Knowledge of UHSussex NHS Trust Information Technology & Patient Administration Systems
Equality, Diversity and Inclusion
Essential criteria
10. Evidence of having undertaken own development to improve understanding of equalities issues
11. 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