Speciality Co-ordinator

University Hospitals Sussex NHS Foundation Trust; Chichester; On-site; GBP 60,000 - 80,000; Part time

Job summary

A leading healthcare provider in Chichester seeks a part-time Administrative Assistant to manage administrative services for Consultants and Specialist Nurses. Responsibilities include coordinating communication, monitoring schedules, and supporting patient pathways. Ideal candidates should have prior secretarial experience, strong typing skills, and proficiency in Microsoft Office. Flexible working options are offered, and Skilled Worker visa sponsorship is available for eligible candidates.

Benefits

Flexible working options

Potential visa sponsorship

Qualifications

• Previous secretarial/administration experience is essential.
• Knowledge of medical terminology is desirable.
• Strong typing skills capable of typing complex medical documents.
• Experience using patient administration systems and Microsoft Office tools.

Responsibilities

• Manage a full administrative service for Consultants and Specialists.
• Act as first point of contact for all communication.
• Monitor and coordinate the timetable of the consultant team.
• Communicate appointment and admission information to patients.
• Support the administrative pathway to meet waiting time targets.
• Assist with administration duties for the Paediatric Department.
• Handle clinic template changes and team schedules.
• Produce presentations and coordination of departmental meetings.

Skills

Secretarial experience

Strong typing skills

Ability to work independently

Experience with patient administration systems

Proficient in Microsoft Office

Job description

Responsibilities

• Manage a full administrative service for the Consultants, designated medical staff and Specialist Nurses and provide an efficient and effective secretarial service.
• Act as first point of contact for all forms of communication for the Consultants and their team.
• Monitor the timetable of the consultant team, taking an overview of the co‑ordination of inpatient and outpatient commitments.
• Communicate appointment and admission related information to patients and/or carers.
• Support the administrative pathway ensuring patients are seen within the mandatory waiting time targets.
• 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.
• Manage and prioritise own workload and work independently.
• Type complex medical documents.
• Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
• Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by the appropriate department.
• 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.
• Act as a focal point for both medical and non‑medical visitors and telephone enquiries to the department.
• 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.
• Co‑ordinate professional diaries for key staff.
• Co‑ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.

Qualifications & Experience

• Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable.
• Strong typing skills, capable of typing complex medical documents.
• Ability to work independently and without supervision.
• Experience using patient administration systems and Microsoft Office tools.

Working Hours

Part time basis of 15 hours per week.

Additional Information

• Flexible working options are available.
• Disclosure and Barring Service checks will be performed as part of the recruitment process.
• Skilled Worker visa sponsorship is available for eligible candidates.
• UHSussex reserves the right to close the role early if we receive a high volume of applications.

Candidate Information Pack

For more details, please refer to the Candidate Information Pack available at https://www.uhsussex.nhs.uk/resources/candidate-information-pack.