Administrator

Job overview

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 start 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.

Embedded in Perinatal teams, the role will support the Programme team to manage the workload associated with the Sussex review, as well as the recommendations from the IMR at Nottingham and Baroness Amos’s National Maternity and Neonatal Investigation. They will ensure there is a robust approach to tracking, allocating and responding to requests for information and evidence. They will also support routine processes to enable Perinatal teams to make tangible improvements to care for women and babies e.g. organising meetings , collating papers and evidence. Diligent attention to detail, sensitive and empathetic communication with staff and families is essential.

Main duties of the job

Key responsibilities include:

• Managing and tracking requests for information, evidence and actions, ensuring responsibilities, deadlines and responses are clearly recorded and monitored.
• Supporting the development and maintenance of programme plans, action trackers, risk registers and improvement workstreams.
• Organising meetings, workshops and improvement events, including diary management, agenda preparation and collation of supporting papers.
• Maintaining document libraries, electronic filing systems and SharePoint sites to ensure accurate governance records and evidence of compliance are readily available.
• Preparing reports, presentations and other documentation, and assisting with the collection and analysis of data to support reporting requirements.
• Monitoring progress against delivery plans, escalating risks to deadlines and supporting the timely completion of programme actions.
• Supporting the development of staff and public communications relating to the maternity improvement programme.
• Providing administrative support for procurement and finance processes, including raising purchase orders, processing invoices and maintaining accurate records.
• Working collaboratively with clinical and operational teams to ensure information shared externally is accurate, complete and appropriately governed.

Detailed job description and main responsibilities

This vacancy is advertised as a time-limited opportunity is expected to be undertaken on a secondment basis for internal applicants. Before applying, internal colleagues must discuss the opportunity with their current line manager to confirm whether they can be released from their substantive role if successful. Release to undertake a secondment is not automatic and must be agreed between the colleague, their current line manager, and the recruiting line manager.

Please see attached job description for full details.

This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.

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.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.