Administrative Assistant

3 days ago

Brighton, United Kingdom 379 University Hospitals Sussex NHS Foundation Trust Full time

The postholder is responsible for providing administrative and clerical support within maternity services.

The post holder will work as part of a team to deliver the highest standards of administrative support, supporting the manager and matrons with clerical duties.

Main duties will include support with HR processes and recruitment. Developing and maintaining databases and general office administration tasks for example typing, telephone enquiries, use of common IT systems, office equipment such as photocopiers and the maintenance of physical and electronic records.

Role Summary

The role is responsible for providing administrative and clerical support within maternity services.

Key Working Relationships

**The post holder’s key relationships will be with**:
**Internal**:
Director of Midwifery, Head of Midwifery, Maternity Matrons and Labour Ward Coordinators, all maternity Staff, Human Resources and Workforce Services, Trac and Recruitment teams.

**External**:
Local Maternity System, Nursing and Midwifery council.

Join us at UHSussex, every day is different, you can be the change, better never stops

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.

**Improving lives**: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put our Patient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. 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 because we know that to look after others we must first look after ourselves.

**Build a career with us**: 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.

Communication
- Engage in collaborate problem solving with co-workers and staff and other outside agencies.
- To contact all new starters, and ensure a smooth, stress-free transition into maternity.
- ESR: Liaising about all staff including annual leave, amendments, and any contract changes
- Answers complex enquiries both in person and on the telephone, from people who may have varying levels of ability to understand or whose first language is not English.
- Provides and receives complicated and sensitive information and give explanations and instructions clearly and concisely where barriers to communication may exist, including challenging behaviour, learning disability and recent bereavement.
- Uses empathy, tact and diplomacy in dealing with staff members or patients who may be hostile or antagonistic.
- Answers internal and external telephone enquires in an efficient manner, from other members of staff, other departments, patients/relatives, GP’s and other hospitals for example.
- Welcomes visitors to the department and directs them to the appropriate member of staff.
- Responsible for effectively co-ordinating recruitment campaign activities such

as ensuring on-time delivery of longlisting, shortlisting, interview activities and

effective communication throughout with HR Administrators, applicants and

recruiting managers.
- Provide consistent and continual update to Recruitment Managers and applicants
- Responsible for the provision of information to recruiting managers regarding

recruitment and to provide support with interview planning and implementation.
- Provide, receive, and deal with confidential information on a daily basis.
- To maintain close links, communication, and liaison between recruiting

managers and the HR team.
- Support and monitor ongoing departmental recruitment and training projects as required by tracking progress and developments in order to support senior staff and handle queries appropriately.

departmental training and recruitment service and deal with any relevant queries that occur, resolving problems using own initiative.

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