Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
We are looking for an efficient and enthusiastic Specialty Coordinator to join Trauma & Orthopaedic to provide comprehensive secretarial and administrative support for consultants.
The successful candidate must possess excellent communication skills and will need to be competent with the use of MS office and internal systems. The post holder should have excellent typing skills. They will also be required to perform general office duties including answering phone calls, opening post, filing, photocopying, accurately proof reading documents and entering data onto department databases.
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 do not meet the sponsorship requirements, and 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.
Main duties of the job
The post holder will type clinic letters and receive enquiries from patients and staff, using initiative to take appropriate action and escalate when necessary. They will be required to demonstrate the ability to organise their workload and to make decisions and take action in accordance with departmental policies.
Secretarial experience is essential but will be given system and process in house training
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
This vacancy is advertised as a time-limited opportunity is expected to be undertaken on a secondment basis. Before applying, employees must discuss the opportunity with their current line manager to confirm whether they may be released from their substantive role if successful. Release to undertake a secondment is not an automatic entitlement and must be agreed by all relevant parties: the employee, their current line manager, and the recruiting line manager.
Detailed job description and main responsibilities
1. To act as the first point of contact for clinicians, maintaining good communication with them and other staff in the department, as well as patients and members of the public
2. Be able to communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their relatives.
3. Ability to communicate using empathetic and sympathetic skills when dealing with patients, particularly terminally ill patients, and their relatives.
4. Liaise with appropriate departments to ensure that any new services introduced run smoothly and efficiently.
5. To cover colleagues during annual/sick leave.
6. Supervise new staff/students and Clerical Assistants. Support colleagues/other staff when required.
Full details can be found on the Job description
Person specification
Qualifications
Essential criteria
7. Maths and England GCSE’s C or above or equivalent Functional Skills qualification.
Desirable criteria
8. RSA Stage II Typing or equivalent experience.
Knowledge & Training
Essential criteria
9. Accurate audio typing and proof reading skills.
Desirable criteria
10. Understanding of the hospital environment
11. Understanding of Trauma and Ortho medical terminology
Communication and Relationship
Essential criteria
12. Ablility to use a computer and basic MS word and outlook
Desirable criteria
13. Managing challenging behaviour
Planning and Organisational
Essential criteria
14. Speaking to patients over the phone
15. Ability to prioritise workload and work to deadlines.
Desirable criteria
16. Able to multi-task
Patient/Client Care
Essential criteria
17. Ability to maintain confidentiality.
Desirable criteria
18. Examples of good patient care
Equality, Diversity, and Inclusion
Essential criteria
19. Evidence of having championed diversity in previous roles (as appropriate to
20. 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