Site Administrator - Hothfield

Active Care Group; Hothfield; On-site; GBP 22,000 - 30,000; Full time

Job summary

Active Care Group is seeking a Site Administrator for our Hothfield Brain Injury Rehabilitation and Neurological Care Centre in Kent. This full-time role (37.5 hours, rota including weekends) provides admin and reception support to ensure safe ward running and effective patient flow. Salary £26,260.52 per year.

You will work closely with a multidisciplinary team, manage staffing records, rosters, and training coordination, and maintain high standards of confidentiality and data protection.

Qualifications

• Must have healthcare or reception experience.
• Excellent communication and interpersonal skills.
• Good literacy and numeracy; strong education standard.

Responsibilities

• Provide effective administrative and reception support for smooth ward operation.
• Coordinate staffing rosters and liaise with nursing staff.
• Manage visitor access and reception enquiries.
• Maintain ward records and patient information systems.
• Assist with fire safety procedures and sign-in processes.
• Support data collection and reporting as required.

Skills

Communication skills

Interpersonal skills

Organisational skills

Time management

Basic IT

Reception experience

Patient administration systems

Fire safety knowledge

Data protection

Education

Strong literacy and numeracy

Tools

Microsoft Office

IT systems

Job description

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.

• 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., 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.
• 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.
• Previous experience in a healthcare or reception environment.
• Knowledge of patient administration systems.
• Understanding of fire safety and health & safety procedures. 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. Full time, flexible to work week / weekend on a rota 37.5 hours per week. Location: Hothfield, Kent. Salary: £26,260.52.