Administrator Admin Hub Community Care | Sussex Community NHS Foundation Trust

Sussex Community NHS Foundation Trust; England; On-site; GBP 22,000 - 30,000; Full time

Job summary

A community healthcare organization in England is seeking an Administrative Support professional. The role involves providing essential support to managers, ensuring records and staff registrations are maintained, and greeting visitors warmly. Candidates with experience in administrative roles and knowledge of HR processes will thrive. The organization is committed to diversity and offers flexible working options.

Benefits

Flexible working options

Training and development opportunities

Cost-effective workplace nursery services

Qualifications

• Experience in administrative support within healthcare settings is preferred.
• Familiarity with recruitment and HR processes is required.
• Strong organizational and prioritization skills.

Responsibilities

• Support managers with arranging meetings and booking venues.
• Maintain and update electronic personal staff files.
• Process purchase orders and manage stationery and IT equipment orders.
• Ensure nursing and therapy staff registrations are up to date.
• Record various staff-related actions and maintain confidentiality.

Job description

Overview

To provide a professional and comprehensive high-quality range of administrative support to staff and managers within the Community Care Division and work as part of the Administration Hub team effectively and efficiently maintaining administrative systems.

To be familiar with policies and procedures relating to recruitment, annual leave and other HR processes, redirecting queries as required. Provide a reception role for the building, greeting all visitors in a warm and welcoming manner. To prioritise responsibilities and duties ensuring all deadlines are met under the guidance of the Team Lead.

Responsibilities

• Supporting managers to arrange meetings by booking appropriate rooms and venues.
• In line with data protection prepare electronic personal staff files for new staff, maintain current staff files, and prepare records of former staff for archiving.
• To process purchase orders and order stationery, IT equipment, uniforms, medical devices and other items as requested by managers.
• Ensure that all nursing & therapy staff’ professional registrations (NMC, HCPC, GMC) are up to date, including sending reminders when renewal is due and obtaining online confirmation of registration. Keeping managers up to date and taking appropriate actions if lapses.
• Process requests in a strict timely manner ensuring financial timings are met so not to cause distress or negative wellbeing. This can be from logging bank workers shifts on Health Roster, sending enhancements to payroll, recording sickness/absence on ESR.
• Record Plaudits on InPhase.
• Ensure that updated job descriptions and person specifications are available for managers when requested.
• Ensure all aspects with terminations are recorded and actioned appropriately and in a timely manner. To include archive e-files, close IT accounts and access to files and folders are closed.
• Supporting managers with maternity applications by ensuring annual leave, return to work plans/calculations are accurate for managers to agree the plan with staff.

Additional Responsibilities

• Support managers by preparing, amending and sending routine correspondence.
• Work with managers and HR to ensure the recruitment process is completed successfully and that the individuals appointed are welcomed to the trust with a localised induction which covers policies relating to data protection, security, wellbeing, Health & Safety and Equality. Provide useful need to know information such as registering expenses, supplying IT equipment and uniforms. Getting active IT account / equipment and smartcards, introducing ESR and e-learning, supporting members of staff on their first day and beyond.
• Maintain and organising databases and processing forms, keeping office systems up to date, devising and maintaining efficient filing, clerical and office systems, general secretarial support within the team.
• Work with the managers and on their behalf complete contract detail amendments (using ESR or the Pulse), e.g.: terminations, change of hours, maternity/paternity leave, fixed term contracts and secondments alerting managers of forthcoming expiry dates.
• Providing cover and support within the team to ensure efficient continuation of service. Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.
• To ensure strict confidentiality is maintained at all times when dealing with personnel, staff and sensitive Trust information.
• To manage and prioritise workload on a daily basis and deal with the competing demands of the team under the guidance of the Team Lead.

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 Vision and Values

Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services. Our values—Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence—guide everything we do.

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
• Accredited Living Wage Employer, we ensure fair pay for all our staff
• 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

Diversity and Inclusion

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.

Closing statements

Advertised date and closing details: This advert closes on Sunday 21 Sep 2025.

a) Support managers by preparing, amending and sending routine correspondence

b) Work with managers and HR to ensure the recruitment process is completed successfully and that the individuals appointed are welcomed to the trust with a localised induction which covers policies relating to data protection, security, wellbeing, Health & Safety and Equality. Provide useful need to know information such as registering expenses, supplying IT equipment and uniforms. Getting active IT account / equipment and smartcards, introducing ESR and e-learning, supporting members of staff on their first day and beyond.

c) Maintain and organising databases and processing forms, keeping office systems up to date, devising and maintaining efficient filing, clerical and office systems, general secretarial support within the team

d) Work with the managers and on their behalf complete contract detail amendments (using ESR or the Pulse), e.g.: terminations, change of hours, maternity/paternity leave, fixed term contracts and secondments alerting managers of forthcoming expiry dates.

e) Providing cover and support within the team to ensure efficient continuation of service. Dealing with incoming mail, personnel and staff enquiries and deal or re-direct as necessary.

f) To ensure strict confidentiality is maintained at all times when dealing with personnel, staff and sensitive Trust information.

g) To manage and prioritise workload on a daily basis and deal with the competing demands of the team under the guidance of the Team Lead.