Specialty Coordinator-Paediatrics

University Hospitals Sussex NHS Foundation Trust (279); Chichester; On-site; GBP 27,000 - 31,000; Part time

Job summary

A prominent NHS Foundation Trust is seeking an experienced Specialty Coordinator in Paediatrics to support their clinical team at St Richard’s Hospital. This part-time position is ideal for candidates with strong secretarial and organizational skills, along with at least two years of experience as a Medical Secretary. Responsibilities include managing the administrative service, communicating with patients, and coordinating multidisciplinary meetings. The salary ranges from £27,485 to £30,162 pro-rata.

Qualifications

• Previous secretarial/administration experience is essential.
• Experience as a Medical Secretary for at least 2 years is required.
• Excellent knowledge of secretarial procedures and MS Office is necessary.

Responsibilities

• Manage a full administrative service for Consultants and medical staff.
• Act as first point of contact for communication with the Consultants' team.
• Monitor the timetable of the consultant team for inpatient and outpatient commitments.

Skills

Secretarial skills

Organisational skills

Communication skills

Knowledge of medical terminology

Education

5 GCSE A‑C grades including English & Maths

VRQ Vocational Level 3 or 4

Medical Secretarial qualification

Tools

Microsoft Office (Word, Outlook, Excel, PowerPoint)

Job description

University Hospitals Sussex NHS Foundation Trust (279)

Specialty Coordinator – Paediatrics

The closing date is 23 December 2025.

We are looking for an experienced Secretary to join our Paediatric Team at St Richard’s Hospital on a part‑time permanent contract.

Previous Applicants need not Apply

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 Consultants, designated medical staff and Specialist Nurses, providing 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 coordination 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 mandatory waiting time targets.

Communication & Service Delivery

• Be versatile and adaptable to the demands of the Paediatrics Team, work without supervision and take initiative as required.
• Assist the Paediatric Consultants with administration and clerical duties relating to the day‑to‑day running of the Paediatric Department, including recording statutory data, training and rotas.
• Manage and prioritise own workload, working independently.
• Type complex medical documents.
• Provide advice and assistance to patients, dealing with them sensitively, diplomatically and confidentially.
• Ensure any requested clinic template changes are agreed with the relevant manager and actioned by the appropriate department.
• Advise relevant departments of Consultant and team members’ annual and study leave arrangements to ensure clinic templates and theatre schedules are adjusted accordingly.

Patient Care Delivery

• Act as 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 daily.
• Coordinate professional diaries for key staff.
• Coordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements, etc. Produce presentations as required.

Person Specification

Essential

• 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 verbal and written communication skills
• Proven organisation skills to multitask, prioritise workload and meet deadlines, often dealing with complex activities, programmes and situations
• Self‑motivated and able to work without supervision
• Ability to recognise abnormal results and bring them to the attention of the Consultant
• 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 the Data Protection Act
• Excellent knowledge of MS Office, including Word, Outlook, Diary Management, Excel, PowerPoint
• Ability to deal with telephone calls/typing letters with potentially distressing or emotional content

Desirable

• Medical Secretarial qualification, ECDL
• RSA Stage III Typing or equivalent
• Previous NHS work experience in an acute setting
• Stationery/stock orders experience

Equality, Diversity, and 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 requires a Disclosure and Barring Service check for any previous criminal convictions.

Employer details

University Hospitals Sussex NHS Foundation Trust (279)

St Richard’s Hospital
Spitalfield Lane
Chichester
PO19 6SE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)

£27,485 to £30,162 a year pro‑rata

Candidate Information Pack

For more information please visit https://www.uhsussex.nhs.uk/resources/candidate-information-pack/