Site Administrator - Hothfield

Active Care Group; Barnstaple; On-site; GBP 23,634 - 28,886; Full time

Benefits offered by this job

Birthday off

25 days annual leave + bank holidays

Nest Pension

Medicash Health Plan

Employee Assistance Programme

Job summary

Active Care Group is seeking a Site Administrator for our Hothfield Brain Injury Rehabilitation and Neurological Care Centre in Kent. The role supports ward operations, staffing administration, welcome visitors, and maintain fire safety and records.

You will work with nursing and multidisciplinary teams, prepare rosters, coordinate training, manage room bookings, and handle patient information systems. The position is full-time, 37.5 hours weekly on a rota, location Hothfield, Kent, salary

Qualifications

• Good literacy and numeracy skills.
• Excellent communication and interpersonal abilities.
• Ability to work with a multidisciplinary team.

Responsibilities

• Support staffing of the ward and maintain staffing records.
• Prepare rosters for sign-off by the nurse in charge and coordinate training.
• Coordinate room bookings and visiting parties, and manage agency bookings.

Skills

Communication skills

Organization skills

Teamwork

IT basics

Literacy & numeracy

Education

Strong literacy and numeracy

Job description

Come and join one of the UK’s largest providers in complex care. We have an amazing opportunity for a Site Administrator to join our caring and support team at our Hothfield Brain Injury Rehabilitation and Neurological Care Centre, our specialist centre in Kent, we look after adults with a brain injury or other neurological condition. Set within the 12 acre grounds of a manor house, we specialise in intensive rehabilitation for people in the early stages of recovery from a brain injury right through to residential care.

About the role

The Site Administrator is responsible for providing effective administrative and reception support to ensure the smooth and safe running of the ward. The post holder will work closely with nursing and multidisciplinary staff to support appropriate staffing arrangements, gather patient feedback, welcome visitors, and maintain high standards of fire safety and general ward organization.

What you’ll be working

Full time, flexible to work week / weekend on a rota 37.5 hours per week. Location: Hothfield, Kent. Salary: £26,260.52.

What you’ll be doing

• Work collaboratively with the nursing team to support appropriate staffing of the unit, including maintaining staffing records and escalating shortages to the nurse in charge.
• Prepare rosters for the nurse in charge to sign off, working with staff and agencies to ensure safe staffing.
• Work as above to ensure staff are able to attend training and coordinate this training.
• Coordinate room bookings and visiting parties.
• Assist with the coordination of temporary staffing requests and agency bookings in line with local procedures.
• Maintain accurate and up-to-date ward records, including patient information systems, admission and discharge documentation, and general correspondence.
• Assist with redaction of records in line with existing ACG policies.
• Prepare reports and assist with data collection as required by the ward manager.
• Take occasional minutes and transcripts as needed.

Reception & Communication

• Provide a welcoming and professional reception service for patients, relatives, and visitors.
• Act as the first point of contact for telephone and face‑to‑face enquiries, directing queries to the appropriate staff member.
• Manage visitor access in line with ward policy, ensuring confidentiality and security are maintained at all times.
• Liaise with other departments such as portering, housekeeping, and clinical teams to support patient flow.

Patient Experience

• Collect patient and visitor feedback using agreed methods such as surveys or informal discussions.
• Report themes or concerns to the nursing leadership team to support continuous improvement in care and services.
• Promote a patient‑focused environment that is respectful, friendly, and responsive.

Ward Organization & Safety

• Support the nursing team to ensure the ward is well organized and runs efficiently at all times.
• Maintain stock levels of stationery and essential ward supplies, placing orders when required.
• Ensure fire safety procedures are upheld within the unit, including maintaining clear fire exits and escape routes and a record of all visitors within the building.
• Assist with fire register completion and visitor sign‑in processes.
• Escalate any safety concerns immediately.
• Coordinate orders for stock and management of deliveries.

General Duties

• Adhere to all ACG policies including confidentiality, data protection, health and safety, and infection control.
• Participate in training and development relevant to the role.
• Undertake any other reasonable duties as requested by the Ward Manager.

Essential

• Good standard of education with strong literacy and numeracy skills.
• Excellent communication and interpersonal skills.
• Ability to work as part of a multidisciplinary team.
• Good organisational and time‑management skills.
• Basic IT competence.

Desirable

• Previous experience in a healthcare or reception environment.
• Knowledge of patient administration systems.
• Understanding of fire safety and health & safety procedures.

What to look forward to

25 days plus bank holidays. Birthday off. Join the Benefits Hub and benefit from a wide range of e‑learning and face‑to‑face training and development opportunities. Active Reward App giving discounts and savings on your weekly shop. Free 24‑hour confidential Employee Assistance Programme Helpline & App to support with legal, health, wellbeing, relationship and consumer advice. A Nest Personal Pension account. Access to join a Medicash Health Plan for you and your family to save money on everyday health essentials – like going to the dentist or opticians. We recognise outstanding Active Behaviours via the Active Awards programme. Enhanced Sick & Maternity Pay benefits. Refer a Friend Scheme and earn yourself up to £1,500 by recommending someone you know. And, of course, the support and guidance of our qualified clinical and business leadership teams so that you can really develop your career with Active Care Group.