Job summary
- Main area
- Paediatrics
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Part time
- Flexible working
- Job ref
- 279-7391216-OCT25
- Employer
- 279 University Hospitals Sussex NHS Foundation Trust
- Employer type
- NHS
- Site
- St Richard's Hospital
- Town
- Chichester
- Salary
- £27,485 - £30,162 per annum pro rata
- Salary period
- Yearly
- Closing
- 29/10/2025 23:59
Employer heading
Specialty Coordinator-Paediatrics
Band 4
About our Trust
At UHSussex we’re proud to be at the heart of the NHS. As one of the UK’s largest acute trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal – to deliver Excellent Care Everywhere for our patients, our people and our communities. Whatever your role here at UHSussex you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us deliver Excellent Care Everywhere. 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.
We value compassion, inclusion and respect as our core values. 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.
As part of our commitment to access for all, please see the different ways you can access the application form: https://apps.trac.jobs/accessibility?_ts=1
We look forward to receiving your application and the start of your journey with UHSussex.
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.
Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/
Detailed job description and main responsibilities
Communication
Service Delivery and Improvement
-
Required to be versatile and adaptable to the demands of the Paediatrics Team. Work without supervision and take the initiative as and when required.
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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.
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Manage and prioritise own workload and to be able to work independently.
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Type complex medical documents.
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Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
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Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
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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
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To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
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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.
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Co-ordinate professional diaries for key staff.
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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
- 5 GCSE A-C grades (or equivalent) including English & Maths
- VRQ Vocational Level 3 or 4 or equivalent qualification
- Office Administration experience
- At least 2 years experience as a Medical Secretary
- Excellent knowledge of a full range of secretarial procedures
- Excellent communication skills (both verbal and written)
- Proven organisation skills to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
- Self-motivated and ability to work without supervision
- Ability to work to deadlines and meet conflicting demands
- Recognise abnormal results and bring to the attention of the Consultant
- Ability to use own judgement/initiative to problem solve and adapt to changing situations
- Understand the appropriate escalation of problems/concerns to line manager or medical staff
- Aware of the need for confidentiality in accordance with Data Protection Act
- Excellent knowledge of MS Office, including Word, Outlook, Diary Management, Excel, PowerPoint
- Ability to deal with telephone calls/typing letters with a potentially distressing or emotional content
Desirable criteria
- Medical Secretarial qualification, ECDL
- RSA Stage Ill Typing or equivalent
- Previous NHS work experience in an acute setting
- Stationery/stock orders
Equality, Diversity, and Inclusion
Essential criteria
- Evidence of having undertaken own development to improve understanding of equalities issues
- Evidence of having championed diversity in previous roles (as appropriate to role).
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Megan Smith
- Job title
- Care Group Support Manager
- Email address
- [email protected]
- Telephone number
- 01243 788122
- Additional information
ext 32862
Megan Smith
Care Group Support Manager
Email: [email protected]
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