Job summary
- Main area
- Admin
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time
- Job share
- Flexible working
- Job ref
- 150-MT1832-CC
- Employer
- Sussex Community NHS Foundation Trust
- Employer type
- NHS
- Site
- Hayworthe Villa
- Town
- Haywards Heath
- Salary
- £24,625 - £25,674 Per Annum/Pro rata
- Salary period
- Yearly
- Closing
- 06/07/2025 23:59
Employer heading
Team Administrator
Band 3
Job overview
The Haywards Heath Primary Care Network are looking for an administrator to work within the team at Hayworthe Villa . The role will involve supporting the day-to-day delivery of the community nursing service by providing first line contact to service users and other professionals.
The post holder must have good organisational and communication skills and be able to work under their own initiative and follow directions. They must also be actively engaged in service development for both administrative and clinical processes to maximise efficiency and ensure a good patient experience.
Main responsibilities include stock control, monitoring of email inboxes, scanning, stock management & processing subject access requests.
Receiving incoming post, emails and telephone calls in a courteous, professional manner is a key part of the role.
Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to 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.
Main duties of the job
Respond to queries and requests and gather the relevant narrative to ensure clear information is obtained and forwarded on to the community nursing coordinator.
Devising and maintaining efficient filing, clerical & office systems, & providing administrative support to the teams, including photocopying, faxing, dealing with internal/external post.
Monitor & maintain stocks of nursing supplies, stationery, equipment & resources for the team.
Monitor email inboxes, identifying priorities and forwarding on information to the relevant recipients.
Processing of subject access requests.
Coordinate the process of collating patient feedback via the Friends & Family Test, & contact patients following contacts to gather feedback.
Working for our organisation
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?
• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
• Varied environments: community hospitals, patients’ homes, and bases across Sussex
• Flexible working options: part-time, flexi-time, annualised hours, and flexi-retirement
• Excellent training, development, and research opportunities
• Cost-effective workplace nurseries in Crawley, Hove, and Brighton
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
• Level 3 Disability Confident Leader and Veteran Aware Trust
• 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.
Detailed job description and main responsibilities
To provide day to day administrative support.
Helping with any system issues reporting and dealing with and IT problems.
Participating in the Trust supervision and appraisal strategy.
To contribute to the service planning and development group in relation to administration systems and procedures.
To order and maintain adequate levels of nursing supplies and stationery equipment as required by the team, authorised by the Lead.
To maintain expected standards of office safety and security.
Make up Patient Yellow Files add to System One and discharge when the service has completed the treatment.
To support the team in the day to day running, tasks include ordering PPE saving caseloads onto the USB stick answering the phone.
Word processing of reports and letters, including amending and tidying documents prepared by others, drafting routine correspondence for approval by the team members and taking formal minutes of meetings as required, using software packages as appropriate, e.g. Word, Excel and PowerPoint.
Maintain and update IT and Maintenance data bases with any Team issues.
Keeping office systems up-to-date (e.g. bring forward), devising and maintaining efficient filing, clerical and office systems, and providing general support within the team.
Helping with meetings organised within the Team and writing up the notes.
Receive and sort internal and external mail and deal with each appropriately.
Person specification
Experience
Essential criteria
- Working in an office environment where a large and diverse range of callers and visitors are received.
- Dealing directly with customers, patients and members of the public.
- Stock control, ordering supplies and processing financial documentation.
- Communicating effectively with a diverse range of people.
- Handling personally or commercially sensitive information.
Desirable criteria
- Contributing to the development of administrative or office procedures
- Experience of using Systm1
Skills and Knowledge
Essential criteria
- Able to communicate and explain administrative procedures and issues in a clear, concise way to a diverse range of people.
- Able to communicate effectively verbally and in writing with patients and health professionals
- Able to respond in a kind and sensitive way to people who may be upset or worried about their health or care.
- Ability to work as part of a team or be self-directed and work alone, to manage own workload and work to deadlines
- To be able to maintain confidentiality and deal with sensitive information
Other requirements
Essential criteria
- Ability to take a flexible approach to work in order to adapt to the needs of the service
- To be able to demonstrate continuing personal development
Qualifications
Essential criteria
- • General standard of education to GSCE level or equivalent
Desirable criteria
- NVQ Level 3 or equivalent qualification in business administration
Employer certification / accreditation badges
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Jayme Sutcliffe
- Job title
- Operational Team Lead
- Email address
- [email protected]
- Telephone number
- 07484447196
- Additional information
Please call me, if you would like to discuss the position informally
Kind regards
Jayme
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