Cellular Pathology Senior Administrative Assistant

University Hospitals Sussex NHS Foundation Trust (279); Chichester; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare provider in Chichester is looking for a Senior Administrative Assistant for their Cellular Pathology team. The role involves providing essential administrative support, including producing histology reports and managing patient data. Ideal candidates will have strong organizational skills, experience in a medical setting, and proficiency in data management software. This permanent position offers a salary range of £24,937 to £26,598 per annum, with commitment to professional development.

Benefits

Comprehensive wellbeing programme

Flexible working options

Qualifications

• Excellent organizational skills with strong attention to detail.
• Proven administrative experience in a medical environment is essential.
• Experience with audio typing and software such as Word and Excel.

Responsibilities

• Provide administrative support to consultants and laboratory staff.
• Produce high-quality histology reports and manage patient records.
• Coordinate preparation and dispatch of pathology cases.

Skills

Organizational skills

Attention to detail

Communication skills

Typing skills

Data management

Education

NVQ3 or equivalent

GCSE English minimum Grade C or equivalent

GCSE Maths minimum Grade C or equivalent

GCSE ICT minimum Grade C or equivalent

RSA3 in Secretarial subjects

Tools

WinPath LIMS

Excel

Word

Job description

Cellular Pathology Senior Administrative Assistant

The closing date is 19 November 2025

The Cellular Pathology Laboratory (main base St Richards Hospital, Chichester) currently dealing with approximately 35,000 - 40,000 Histology specimens.

In addition to routine Histology samples the department undertakes work in Immunocytochemistry (ICC), Special Stains, Non-Gynae Diagnostic Cytology and Digital Pathology using whole slide imaging. The main laboratory at St Richards Hospital is currently open from 8am to 6pm Monday to Friday, whilst the Worthing Hospital laboratory is open from 8am to 5pm, also Monday to Friday.

Our friendly and dedicated administrative team, based at St Richards hospital, plays a key role in supporting the smooth running of the department, contributing to Histology turn‑around times and cancer wait times.

Main duties of the job

We are seeking a highly organised and detail‑oriented Senior Administrative Assistant to join our Cellular Pathology team at St Richard's Hospital. You will provide vital administrative support to Consultants, Registrars, and laboratory staff, contributing directly to the production of histology reports, including audio typing. This includes co‑ordinating external send‑away of pathology cases, preparing histology reports for MDT meetings, and ensuring timely and accurate data entry using systems such as WinPath LIMS and Excel.

The role requires excellent communication skills, the ability to prioritise workload in a busy environment, and strong attention to detail. You'll work collaboratively across multiple departments and external providers, playing a key part in maintaining quality standards and contributing to continuous service improvement. Full training in departmental systems and processes will be provided.

About us

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 are 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 are 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.

Job responsibilities

As a Senior Administrative Assistant in Cellular Pathology, you will play a key role in supporting the day‑to‑day running of the histology service at St Richards Hospital, including:

Produce high‑quality histology reports, including audio typing from Consultants, Registrars and Biomedical Scientists.

Coordinate the preparation and dispatch of pathology cases to external providers, including slide batching and clinical documentation.

• Responsible for preparation of histology reports and slide/digital images for Specialist MDT meetings

Track case progress using WinPath LIMS, Excel, and Cerebro (laboratory tracking system) to ensure timely and accurate data management.

Communicate effectively with internal clinical teams and external providers to support case flow and reporting.

Maintain accurate patient records in line with Trust policies and data protection regulations.

Assist with quality assurance, audit preparation, and contribute to the department's UKAS ISO15189 accreditation.

Support general administrative duties and help ensure the smooth day‑to‑day running of the Cellular Pathology service.

Uphold the Trust's values of Compassion, Communication, Teamwork, Respect, Professionalism, and Inclusion in all aspects of your work.

Person Specification

Qualifications, Experience & Skills

• NVQ3 or equivalent award
• GCSE English minimum Grade C or equivalent
• GCSE Maths minimum Grade C or equivalent
• Proven ability to concentrate on processes for extended periods, e.g. typing, slide retrieval for MDT sessions, etc.
• Demonstrable computer keyboard skills required for accurately inputting high levels of data
• Demonstrable ability to use software programmes such as Word & Excel.
• GCSE ICT minimum Grade C or equivalent
• RSA3 or equivalent qualifications in Secretarial related subjects
• Proven experience of working in a Medical environment
• Experience in 'audio typing'

Equality Diversity & Inclusion

• Evidence of having undertaken own development to improve understanding of equalities issues
• Evidence of having championed diversity in previous roles (as appropriate to role).

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

University Hospitals Sussex NHS Foundation Trust (279)

£24,937 to £26,598 a yearper annum pro rata

Contract

Permanent