Medical Secretary/Personal Assistant

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Sussex Community NHS Foundation Trust Medical Secretary/Personal Assistant

The closing date is 20 September 2026

Apply for this job

Job summary

An exciting opportunity has arisen to join our team at Seaside View Child Development Centre, based at Brighton General Hospital. We are looking for a motivated and organised individual to provide high-quality administrative support to our Community Paediatricians.

This is a varied and rewarding role where you will work as part of a dynamic multidisciplinary team, gaining experience across a range of administrative functions within a supportive environment.

This position is fixed term (18 month), and part time (25 hours per week).

Please note: Due to recent changes in UK immigration and visa rules, this role may not be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.

Skilled Worker visa: going rates for eligible occupation codes - GOV.UK

Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK

Main duties of the job

Provide comprehensive administrative support to Community Paediatricians, ensuring smooth day-to-day service delivery. Manage busy clinical inboxes, handle enquiries, and respond to requests in a timely and professional manner. Coordinate and schedule clinics, meetings, and appointments, ensuring accurate and efficient diary management. Prepare and process clinic documentation, letters, and reports, maintaining high standards of accuracy and confidentiality. Maintain and update patient records on relevant NHS systems, ensuring data is recorded accurately and in line with information governance requirements. Liaise effectively with internal teams, external agencies, and families to support seamless communication and service coordination. Assist in the monitoring of service performance indicators and contribute to the continuous improvement of administrative processes. Provide general reception or office support as needed, helping to ensure a welcoming and efficient environment.

About us

We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.

Why work for us?o Positive 2023 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast

Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.

We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.

This post may close early if sufficient applications are received.

Details

Date posted

08 September 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum pro rata

Contract

Secondment

Working pattern

Part-time

Reference number

150-SK2605-PC-A

Job locations

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

United Kingdom

Job description

Job responsibilities

The post holder will provide a professional administrative support service to the Community Paediatricians. The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes.

The key requirements of this interesting and varied post are an attention to detail to maintain high standards of administrative support in a busy medical team whilst retaining a calm and flexible approach. Willingness to work as part of a team, provide cover for colleagues and share common tasks is essential.

This role will act as a point of contact for any communication or correspondence relevant to the Medical Team and their direct reports.

The main aspects of the role include sensitive communication with families and stakeholders, diary management, planning and organising of clinics, liaising with other agencies, accurate detailed documentation on to our patient database, managing waiting lists and caseloads to ensure an effective efficient service delivery.

If all of this sounds exciting and, having read the job description and person specification, you think this is the right role for you then we look forward to seeing your application.

Job description

Job responsibilities

The post holder will provide a professional administrative support service to the Community Paediatricians. The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes.

The key requirements of this interesting and varied post are an attention to detail to maintain high standards of administrative support in a busy medical team whilst retaining a calm and flexible approach. Willingness to work as part of a team, provide cover for colleagues and share common tasks is essential.

This role will act as a point of contact for any communication or correspondence relevant to the Medical Team and their direct reports.

The main aspects of the role include sensitive communication with families and stakeholders, diary management, planning and organising of clinics, liaising with other agencies, accurate detailed documentation on to our patient database, managing waiting lists and caseloads to ensure an effective efficient service delivery.

If all of this sounds exciting and, having read the job description and person specification, you think this is the right role for you then we look forward to seeing your application.

Person Specification

Qualifications

Essential

• Educated to GCSE or equivalent in English and Maths.
• NVQ 3 in Business Administration or equivalent experience

Experience

Essential

• Minimum 2 years experience of working in a multi-disciplinary team
• Minimum of 2 years experience of secretarial work
• Experience of using and developing databases

Desirable

• Previous experience in a clinical environment

Skills

Essential

• Good interpersonal skills demonstrating tact and diplomatic abilities
• Ability to liaise with a variety of professional groups
• Able to work effectively across organisational boundaries, establishing excellent working relationships with members of staff at all levels
• Ability to manage and prioritise workload to meet changing deadlines
• Ability to work autonomously and as part of a team
• Good written and verbal communication skills
• Excellent organisational skills
• Ability to produce documents to a high standard of presentation and accuracy
• Knowledge of the NHS
• Knowledge of Microsoft packages including Word, PowerPoint and Excel
• Understanding of confidentiality

Desirable

• Audio-typing skills
• Audit experience
• Medical terminology

Other Requirements

Essential

• An understanding of the principles of equal opportunities in relation to staff and patients

Person Specification

Qualifications

Essential

• Educated to GCSE or equivalent in English and Maths.
• NVQ 3 in Business Administration or equivalent experience

Experience

Essential

• Minimum 2 years experience of working in a multi-disciplinary team
• Minimum of 2 years experience of secretarial work
• Experience of using and developing databases

Desirable

• Previous experience in a clinical environment

Skills

Essential

• Good interpersonal skills demonstrating tact and diplomatic abilities
• Ability to liaise with a variety of professional groups
• Able to work effectively across organisational boundaries, establishing excellent working relationships with members of staff at all levels
• Ability to manage and prioritise workload to meet changing deadlines
• Ability to work autonomously and as part of a team
• Good written and verbal communication skills
• Excellent organisational skills
• Ability to produce documents to a high standard of presentation and accuracy
• Knowledge of the NHS
• Knowledge of Microsoft packages including Word, PowerPoint and Excel
• Understanding of confidentiality

Desirable

• Audio-typing skills
• Audit experience
• Medical terminology

Other Requirements

Essential

• An understanding of the principles of equal opportunities in relation to staff and patients

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 details

Employer name

Sussex Community NHS Foundation Trust

Address

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

United Kingdom

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)

Employer details

Employer name

Sussex Community NHS Foundation Trust

Address

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

United Kingdom

Employer's website

https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Centre Coordinator

Hannah Moore

[email protected]

01273265780

Details

Date posted

08 September 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum pro rata

Contract

Secondment

Working pattern

Part-time

Reference number

150-SK2605-PC-A

Job locations

Brighton General Hospital

Elm Grove

Brighton

BN2 3EW

United Kingdom

Supporting documents

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