Team Administrator - Admin Hub Community Care

Sussex Community; Brighton; Hybrid; GBP 21,000 - 27,000; Full time

Job summary

Sussex Community NHS Foundation Trust seeks a Team Administrator to join the Admin Hub Community Care, delivering professional administrative support to staff and managers, and maintaining robust office systems.

You'll handle recruitment admin, onboarding, data protection duties, and a reception role, ensuring deadlines are met under the guidance of the Team Lead while upholding our values of compassionate care and teamwork.

Qualifications

• NVQ Level 3 or equivalent qualification in business administration.
• GCSE Maths and English or equivalent.
• Ongoing internal and external training to keep up to date with changes.

Responsibilities

• Support managers by arranging meetings and preparing routine correspondence.
• Process recruitment administration and facilitate local induction with data protection and HR procedures.
• Maintain databases and filing systems, ensuring timely updates and accessibility.

Skills

Teamwork

Effective communication

Data handling

Education

NVQ Level 3 in business administration

GCSE Maths and English

Internal/External training

Job description

Team Administrator - Admin Hub Community Care

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.

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 websitebefore 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

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.

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
• Accredited Living Wage Employer, we ensure fair pay for all our staff
• Cost-effective workplace nurseries in Crawley, Hove, and Bright
• Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief network
• Level 3 Disability Confident Leader and Veteran Aware Trust

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

a) Supporting managers to arrange meetings by booking appropriate rooms and venues.

b) 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.

c) To process purchase orders and order stationery, IT equipment, uniforms, medical devices and other items as requested by managers.

d) 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.

e) 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.

f) Record Plaudits on InPhase

g) Ensure that updated job descriptions and person specifications are available for managers when requested.

h) 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.

i) Supporting managers with maternity applications by ensuring annual leave, return to work plans/calculations are accurate for managers to agree the plan with staff before processing the paperwork and forwarding to payroll.

j) Welcoming new starters to the trust with a localised induction which covers policies, useful need to know information, supplying IT equipment & uniforms. Getting active IT account, introducing ESR and e-learning, supporting them on their first day.

k) To collate weekend contacts for the upcoming weekend and distribute to staff, teams and managing directors.

l) To process ATW (access to work) orders once the manager has confirmed with staff members what is required.

Qualifications

• NVQ Level 3 or equivalent qualification in business administration
• Applicants with a lower-level qualification who have equivalent experience will be considered
• School leaving qualification (GCSE or equivalent) in Maths and English language or able to demonstrate equivalent competence
• Ongoing internal and external training to keep up to date with changes / developments

Experience

• Working in a Team environment
• Communicating effectively with a diverse range of people
• Handling personally or commercially sensitive information