Admin Lead - Urgent Treatment Centre

NHS Jobs; Crawley; Hybrid; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Flexible working options

Training & development opportunities

Nursery facilities

Job summary

Sussex Community NHS Foundation Trust in Crawley is seeking an Admin Lead to oversee administrative support for the Urgent Treatment Centre and manage the administration team across Horsham and Bognor MIUs, with oversight of units in the East.

You will lead diary management, supervise staff, maintain records, and ensure data protection and governance. This role supports efficient service delivery in a busy urgent care environment.

Qualifications

• Leadership experience in admin teams.
• Experience managing calendars/diaries and meetings.
• Knowledge of NHS policies and employment rules.

Responsibilities

• Lead senior receptionist and admin team.
• Provide admin support to Health Care providers.
• Manage staff records and data protection compliance.
• Maintain UTC admin processes and staff IT training.
• Produce performance data and reports.

Skills

Team leadership

Diary management

Secretarial support

Data protection

Interpersonal skills

Communication

Training & supervision

Education

BTEC or equivalent qualification

GCSE Maths and English

Continuing professional development (CPD)

Tools

Excel

Job description

We are seeking a proactive and dedicated Admin Lead to oversee and deliver exceptional administrative support for the Urgent Treatment Centre in Crawley, also overseeing the administration team at Horsham and Bognor MIUs, as well as support the band 4 Admin Lead overseeing the units in the East.

This service provides assessment and treatment of a wide range of minor injuries or illnesses that are urgent but not life‑threatening for adults and children.

If you thrive in a dynamic environment and are passionate about ensuring smooth operational processes, we want to hear from you!

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 general secretarial support and training within the team to ensure efficient continuation of service.
• The post holder will be responsible for managing the diaries of the team and providing administrative support for the service.
• The post holder will oversee the team diaries, lead on diary management as required, organise and facilitate relevant meetings, including preparing the agenda, room and ITR equipment, booking venues and taking minutes.
• Responsibility for the organisation of administration for the department, delegation where appropriate to the other members of the administration team.
• To manage the staff personal files in order to ensure compliance with data protection and risk management including having systems in place to ensure that nursing staff's registration with their Professional Council and other employment requirements are up-to-date.
• To maintain databases in Excel to provide information relating to salaries, annual and other leave, sickness and absences, study and training, and other related personnel data, ensuring that policy, procedures and standards are adhered to in respect of these processes.
• To maintain and keep up-to-date the UTC administration processes including updating all UTC crib sheets , local service directory, UTC pathways ,and ensure all staff are trained in using IT systems

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

• Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo
• 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.

Job responsibilities

To be responsible for managing the senior receptionist and their team and seeking support when necessary from the Minor Injury and Urgent Care Management team.

To provide a full range of administrative support and duties to the Health Care providers within MIU/UTC.

To ensure performance data is produced and sent as required.

To manage reports, medical notes and documentation in line with information governance and trust framework.

To work with finance on income generation tasks

For further information regarding this vacancy please see the job description and person specification attached.

Person Specification

Skills and Knowledge

• Ability to lead, motivate, train & supervise a team of staff
• Able to work as part of a team and ensure that senior managers or clinical leaders are well-supported and not required to frequently get involved in administrative matters
• Able to write clear, concise procedures, guidance notes and meeting minutes or notes
• Excellent communication & interpersonal skills / telephone manner
• Great attention to detail & ability to follow through relational databases & procedures
• Knowledge of NHS Policies and Procedures
• Understanding of personnel and employment rules and regulations

Qualifications

• BTEC or equivalent qualification or be able to demonstrate an equivalent level of experience
• School leaving qualification (GCSE or equivalent) in Maths and English language
• Evidence of continuing professional development

Experience

• Experienced team leader and/or admin supervisor
• Stock control and ordering supplies
• Developing or contributing to the development of administrative or office procedures
• Communicating effectively with a diverse range of people
• Arranging meetings and events, including co-ordinating complex diaries, booking venues, preparing papers and directions

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 name

Sussex Community NHS Foundation Trust

Address