Service Administrator

Brightonandhovefed; Hove; Hybrid; GBP 27,000 - 30,000; Full time

Job summary

Brighton and Hove Federation seeks a Service Administrator to provide cross-service admin support, recruitment onboarding, governance and KPI data. You will maintain Luna, liaise with practices and patients, and assist with policy development and training across multiple federations services.

The role covers day-to-day operations, admin for Lung Cancer Screening, and coordination of communications and meetings with stakeholders. Remote/Hybrid opportunities may be available.

Qualifications

• Excellent communication skills and ability to work with diverse stakeholders.

Responsibilities

• Support staffing rotas across services.
• Administer recruitment and onboarding of casual staff.
• Support induction and training for Federation staff.
• Maintain the Luna workforce platform and staff documentation.
• Provide admin support for Lung Cancer Screening programme.
• Coordinate meetings, agendas and minutes; follow up actions.

Skills

Communication skills

Prioritisation

Time management

Relationship building

Problem-solving

Independent team work

Education

GCSE English & Maths

Tools

SystmOne

EMIS

Job description

The Service Administrator will workacross multiple Federation services to provide administrative support andensure their smooth running. This will include supporting the day-to-daydelivery of EA and other services, supporting the recruitment and onboarding ofnew staff to our workforce platform: Luna, assisting with governance andquality assurance, and data collection for KPIs.

The success of B&HF relies ongood communication with our partners and patients. This will require engagingand working with local practices, PCNs and patients to ensure that our servicesmeet their needs.

Main duties of the job

Supporting with staffing rotas across differentservices

Responsibility for the administration of the recruitment and onboarding of casual staff

Support the induction and training programme forall Federation service staff

Maintain the workforce platform

Arrange new staff access to Federationclinicalsystems

Support with the day to day running of Federationservices

Monitoring the email inboxes and websitecontacts and follow up any issues raised

Engage with patients, internal and externalstakeholders

Support the leadership team to develop clinical and organisational policies and procedures

Provide administrative support to assist withthe development and management of any changes, new processes and systems

Deliveradministrative support to the Lung Cancer Screening programme.

Recordingdata from the Lung Cancer Screening systems to the relevant primary caresystems, liaising with the Lung Cancer Screening team, patients, and GPpractices.

Drafting/disseminating newsletters or other internal/external comms as required

Coordinatinginternal/ external meeting arrangements, preparing agendas, producing minutesand following up of actions arising

Providephone cover during PLT or to facilitate training/ meetings

Other project related assistance as required bythe Leadership team

Follow team Standard Operating Procedures andorganisational policies and procedures

Undertake any other duties required, asappropriate to the role

About us

Organisation Overview

Brighton and Hove Federation is a member organisation,made up of 6 Primary Care Networks containing 31 GP Practices. We are acompany limited by shares, with each of our member practices as shareholders.This means that we do everything with our practices and their patients in mind.We work collaboratively to provide high quality clinical and support servicesto NHS Primary Care, as well as talking to patients, listening to feedback, andbeing willing to adapt to constantly improve our service.

We are not just here to deliver services; we are here to shape thefuture of healthcare in our city balancing quality, equity, workforcewellbeing, financial resilience, and environmental responsibility.

Our Purpose

To strengthen General Practice and build towards a sustainablehealth system in Brighton and Hove

Our Values

We work together across organisations, alwaysputting patients first.

Sustainability

We take a long-term view, balancing todaysneeds with tomorrows realities.

Quality

We strive for excellence in every service andpartnership.

Equity

We advocate for fair access and outcomes acrossBrighton and Hove.

We embrace new ideas that improve care andstrengthen our system.

Job responsibilities

Brighton and Hove Federation Service Overview

This role will work across allservices that Brighton and Hove Federation delivers, prioritising areas needed, as directed by theSenior Leadership Team.

This currently includes thefollowing, but is subject to change as Brighton and Hove Federationdevelops new services:

Enhanced Access

The EnhancedAccess, EA, Service was developed to offer patient choice by providingappointments outside of the normal Practice opening times of 08:00-18:30. Thisgives more flexibility to people who cannot easily access their GP practiceduring normal hours.

The EA service currently operatesMonday-Friday 18:30-20:00; Saturday 9:00-17:00 and Sunday 09.00-13.00. Weoffer appointments with GPs, ANPs, Nurses, Pharmacists and HCAs, both face-to-face and remote. Appointments are booked by apatients GP practice using Brighton and Hove Federation EMIS and SystmOne Hubs.

Practice Support

Brighton and Hove Federation maintains a Locum Bank of clinical and administrativestaff which can be utilised by Practices as cover for short-term illness,annual leave, and capacity issues due to changes in service demand. GPPractices request shifts via our workforce platform, Luna, which notifies ourBank staff and enables them to sign up to a shift based on their preferencesand availability.

Brighton and Hove Federation also provides phone cover to practices and PCNs duringthe formal citywide PLT events and individual practice or PCN training events.

Virtual Wards

Brighton and Hove Federation is the Head Subcontractor to deliver the GP service tothe SCFT Virtual Ward teams across Sussex, in an alliance of the 3 lead PlaceFederations in Brighton and Hove - Brighton and Hove Federation, East Sussex - South Downs Health and Care, and West Sussex - Alliance for Better Care.

The General Virtual Ward is a pathway within Urgent CommunityResponse, UCR, which operates 08:00 - 20:00, 7days per week, 365 days a year.The multi-disciplinary team that oversee and deliver care the GVW caseload isled by both Medical (a General Practitioner) and Clinical (ACP/ANP) seniordecision makers. The Federations are responsible for providing the GP elementof this model.

ADHD

Brighton & Hove Federation is delivering an ADHDAssessment Pilot for Brighton & Hove as the commissioned NHS provider. Theservice is subcontracted by Sussex Partnership Foundation Trust, SPFT and has3 pilot locations: Brighton & Hove, Crawley and Hastings.

This is a comprehensive service that provides ADHD assessment,medication initiation and titration, and a holistic package of support for 12months following diagnosis, through a shared care agreement with the patientspractice. The Brighton and Hove Federationteam includes diagnostic clinicians and pharmacists wholead on clinical care, alongside care coordinators and a wellbeing team whooffer wider holistic and practical support to patients.

Brighton and Hove Federation is working in partnership with our practices to supportwith vaccination delivery, in particular for care home, housebound andhard-to-reach patients. This has included the regular Covid vaccinationprogrammes to eligible patients, and supporting with flu, pneumonia, shinglesand RSV.

Previouslyknown as the Targeted Lung Health Check service, Lung Cancer Screeningaims to diagnose lung cancer at an earlier and more treatable stage by offeringpopulation based screening to eligible Sussex residents aged 55-74.

Brighton and Hove Federation is responsible for administration of the programmeand reviewing patient results from the TLHC pathway, including making onwardreferrals where clinically appropriate.

Public Health Locally Commissioned Services - LCS

Brighton and Hove Federation is registered on the list of providers for Public HealthLocally Commissioned Services. This enables Brighton and Hove Federationto support practices byproviding additional capacity to deliver coils, implants, smoking cessationservices and NHS health checks.

Out of Hours Care Home LCS

The Out of Hours Care Home service launched on 1 April2024. Thirteen practices have subcontracted the service to Brighton and Hove Federation,covering57 care homes and a total of 1,264 beds.

At weekends and on bank holidays, each care home receives aproactive check-in call to identify any emerging issues. The service alsoprovides reactive clinical support, allowing care home staff to contact a GP orAdvanced Nurse Practitioner for advice between 08:00-13:00, or 08:00-18:00 oneach day of a bank holiday weekend.

This is a fully remote service designed to reduce 999 calls andprevent avoidable hospital admissions from care homes during out-of-hoursperiods.

Job Summary

The Service Administrator will workacross multiple Federation services to provide administrative support andensure their smooth running. This will include supporting the day-to-daydelivery of EA and other services, supporting the recruitment and onboarding ofnew staff to our workforce platform: Luna, assisting with governance andquality assurance, and data collection for KPIs.

The success of Brighton and Hove Federationrelies ongood communication with our partners and patients. This will require engagingand working with local practices, PCNs and patients to ensure that our servicesmeet their needs.

Main Duties and Responsibilities

The following are the core responsibilities of the ServiceAdministrator. There may be, on occasion, a requirement to carry out othertasks. This will be dependent upon factors such as workload and staffinglevels:

Supporting with staffing rotas across differentservices

Responsibility for the administration of the recruitment and onboarding of casual staff

Support the induction and training programme forall Brighton and Hove Federationservice staff

Support the Operational Support Lead to ensureall new staff added to the rota are compliant to statutory requirements andthat the service holds the necessary documentation as per set guidelines

Maintain the workforce platform (Luna) withdetails and paperwork for all staff and escalations any issues with staffcompliance to the Operational Support Lead or Senior Leadership Team asrequired

Arrange new staff access to Brighton and Hove Federationclinicalsystems

Support with the day to day running of Brighton and Hove Federationservices,ensure that all staff understand how to access timely support and advice andresolve issues quickly

Monitoring the email inboxes and websitecontacts & follow up any issues raised by patients or staff issueshighlighting any concerns

Engage with patients, internal and externalstakeholders

Support the leadership team to ensure thatclinical and organisational policies and procedures are developed andimplemented in relation to clinical risk management, clinical incidents,complaints and compliments, consent, information governance, workforcecompetencies

To provide administrative support to assist withthe development and management of any changes or new processes and systems thatneed implementing

Deliveradministrative support to the Lung Cancer Screening programme.

Recordingdata from the Lung Cancer Screening systems to the relevant primary caresystems, liaising with the Lung Cancer Screening team, patients, and GPpractices.

Drafting and disseminating newsletters or other internal or external comms as required

Coordinatinginternal and external meeting arrangements, preparing agendas, producing minutesand following up of actions arising

Providephone cover during PLT or to facilitate Delivery Team training or meetings

Other project related assistance as required bythe Chief Operating Officer and Chief Finance and Corporate Officer

To follow team Standard Operating Procedures andorganisational policies and procedures

Undertake any other duties required, asappropriate to the role

Confidentiality

We consider confidentiality and ensure minimal and appropriateusage of all data we hold and access, to comply with NHS Information Governanceframeworks.

We ask staff to be vigilant aboutboth their safety and the patients; taking necessary action, as required, andfeeding back any concerns so that we can make improvements.

The organisationvalues the rich diversity, skills and abilities that people from differingbackgrounds and experiences bring to the workplace. Implementing and abiding bya policy that provides for diversity and equal opportunities and detersunlawful discrimination is therefore important to this organisation.

Technology

We use a selection of computertechnology systems and tools. Staff should expect to use automated informationsystems in their work to improve quality, efficiency and service coordination,and to enable faster and more accurate communication internally and externally.

Health and Safety

At Brighton and HoveFederation, we recognise the need to comply with the Health and Safety at Work etc.Act 1974 and understandthis is a legal requirement, not a matter of choice. We will continuouslystrive to fulfil our responsibilities for all matters pertaining to health andsafety.

Furthermore, we willensure all our staff are fully aware of their individual and collective responsibilities and that they are committed to maintaining a positive andproactive approach to minimising risk.

Training and Development

We ensure thatpeople have the information, equipment and skills they need to do their work.This includes bespoke training opportunities based on identified gaps andagreed priorities with the team e.g. Human Factors; trauma informed care; NonViolent Communication.

Person Specification

Qualifications

• GCSE grade A to C/9 to 4 in English and Maths
• Business administration experience
• Evidence of continuing professional development
• Educated to degree level

Skills

• Excellent communication skills (written and oral)
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management (planning & organising)
• Ability to network and build relationships
• Proven problem-solving & analytical skills

Experience

• Experience of working independently and within a team
• Experience of working in a healthcare setting
• NHS / primary care general practice experience
• Experience of using Clinical Systems - SystmOne or EMIS

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions-focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

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.

£27,485 to £30,162 a yearbased on experience