Administrator - Independent Maternity Review

Job overview

This vacancy is advertised as a time-limited opportunity is expected to be undertaken on a secondment basis.

Before applying, employees must discuss the opportunity with their current line manager to confirm whether they may be released from their substantive role if successful. Release to undertake a secondment is not an automatic entitlement and must be agreed by all relevant parties: the employee, their current line manager, and the recruiting line manager.

University Hospitals Sussex is the subject of an important Independent Maternity Review (IMR), commissioned by the Department of Health on behalf of the Secretary of State. This is due to commence in October 2026 and is expected to last at least 3 years. The review will examine approximately 1,000 cases of stillbirths, neonatal deaths, maternal deaths, neonatal harm due to severe brain injury and severe maternal harm dating back to at least 2018 to understand what happened, reach conclusions on the care provided, provide answers for families and identify learning for the organisation and wider NHS. The review is, by its’ very nature, extremely sensitive and politically charged. The impact is expected to be significant for the families at the heart of the review, current and past staff and the wider organisation. In parallel, the Trust is the subject of an active police investigation – Operation Bramber. One team will support both programmes of work.

Main duties of the job

Team Management

Help develop induction materials and set up processes for new members of the Team such as key contacts, IT logins, ESR and

ID Provide diary management to members of the team

Detailed job description and main responsibilities

Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.

If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.

Operational Management

Monitor shared inboxes and direct enquiries to the appropriate team member or corporate team.

Respond to phone calls to the contact centre, taking accurate notes of the ask, urgency, date and source of the request.

Provide an administrative service to the regular team meetings and panel meetings – preparing agendas, papers and documenting actions rigorously.

Maintain document libraries and shared folders, including SharePoint and NHSE procured information sharing systems needed to service the IMR and Police processes.

Under the direction of the business manager, upload information to internal and shared electronic systems, including Egress, Holmes, Badgernet, and Microsoft Office.

Set up, populate and check the database used to record, date, allocate and close requests for information and any escalations from the review team and the Police

Contribute to review and iterative improvements in the Trust’s processes over the lifetime of the review and investigations

Contribute to development and maintenance of the risks and issues logs and take ownership of mitigating relevant risks or issues.

Work with the Quality Director, Quality Leads and the teams in Women and Children’s Services to ensure any information to be sent outside the organisation has been through a checking process for accuracy and completeness

Work with communications and Digital to ensure induction documents and guides to Trust IT and Digital Systems are developed for the IMR Team.

Support the Programme Manager to track down progress on actions in the delivery plan and flag where a deadline is at risk promptly.

Liaise with Estates, Maintenance, Medical Electronics, and IT to resolve problems. Ensuring any repairs, servicing and maintenance requirements are reported to ensure broken equipment, fixtures, fittings, and medical devices are dealt with in a timely manner and appropriate documentation is completed.

Reporting

Under the direction of the business manager, extract statistics used for reports on behalf of the core team

Under the direction of the business manager, help collate information for presentations and other documents using appropriate word processing systems in an efficient, accurate and timely manner

Monitor compliance with agreed turn around times for submission of data and escalate risks of missing deadlines to the Business Manager and Quality Director.

Finance and Procurement

Under the direction of the Business Manager, process invoices raise purchase orders via the internal finance system.

Comply with Trust policies and processes within any financial and legal constraints.

Monitor and track orders, ensuring all documentation is completed accurately and updated regularly.

Collaborate with finance and procurement colleagues to investigate and resolve issues as required.

Assist with ordering and goods receipting, ensuring compliance with Trust policy, specifically:

Completing all financial documentation correctly

Including contract references on all correspondence

Ensuring invoices are processed and paid accurately and on time

Tracking orders and liaising with Procurement to resolve any issues

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