Service Administrator in Brighton

Job summaryThe Service Administrator will work
across multiple Federation services to provide administrative support and
ensure their smooth running. This will include supporting the day-to-day
delivery of EA and other services, supporting the recruitment and onboarding of
new staff to our workforce platform: Luna, assisting with governance and
quality assurance, and data collection for KPIs.The success of B&HF relies on
good communication with our partners and patients. This will require engaging
and working with local practices, PCNs and patients to ensure that our services
meet their needs.Main duties of the jobSupporting with staffing rotas across different
services
Responsibility for the administration of the
recruitment and onboarding of casual staff
Support the induction and training programme for
all Federation service staffMaintain the workforce platform
Arrange new staff access to Federationclinical
systems
Support with the day to day running of Federationservices
Monitoring the email inboxes and website
contacts and follow up any issues raised
Engage with patients, internal and external
stakeholders
Support the leadership team to develop clinical and organisational policies and proceduresProvide administrative support to assist with
the development and management of any changes, new processes and systems Deliver
administrative support to the Lung Cancer Screening programme. Recording
data from the Lung Cancer Screening systems to the relevant primary care
systems, liaising with the Lung Cancer Screening team, patients, and GP
practices. Drafting/
disseminating newsletters or other internal/external comms as required Coordinating
internal/ external meeting arrangements, preparing agendas, producing minutes
and following up of actions arising
Provide
phone cover during PLT or to facilitate training/ meetings
Other project related assistance as required by
the Leadership team
Follow team Standard Operating Procedures and
organisational policies and procedures
Undertake any other duties required, as
appropriate to the roleAbout usOrganisation OverviewBrighton and Hove Federation is a member organisation,
made up of 6 Primary Care Networks containing 31 GP Practices. We are a
company 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 services
to NHS Primary Care, as well as talking to patients, listening to feedback, and
being willing to adapt to constantly improve our service.We are not just here to deliver services; we are here to shape the
future of healthcare in our city balancing quality, equity, workforce
wellbeing, financial resilience, and environmental responsibility.Our PurposeTo strengthen General Practice and build towards a sustainable
health system in Brighton and HoveOur ValuesCollaborationWe work together across organisations, always
putting patients first.SustainabilityWe take a long-term view, balancing todays
needs with tomorrows realities.QualityWe strive for excellence in every service and
partnership.EquityWe advocate for fair access and outcomes across
Brighton and Hove.InnovationWe embrace new ideas that improve care and
strengthen our system.DetailsDate posted24 September 2026Pay schemeOtherSalary
27,485 to 30,162 a year
based on experience
ContractPermanentWorking pattern

Full-time

Reference numberB Job locationsBrighton & Hove FederationOld Shoreham RoadHoveEast SussexBN3 7GSUnited KingdomJob descriptionJob responsibilitiesBrighton and Hove Federation Service OverviewThis role will work across all
services that Brighton and Hove Federation delivers, prioritising areas needed, as directed by the
Senior Leadership Team.This currently includes the
following, but is subject to change as Brighton and Hove Federationdevelops new services:Enhanced AccessThe Enhanced
Access, EA, Service was developed to offer patient choice by providing
appointments outside of the normal Practice opening times of 08:00-18:30. This
gives more flexibility to people who cannot easily access their GP practice
during normal hours.The EA service currently operates
Monday-Friday 18:30-20:00; Saturday 9:00-17:00 and Sunday . We
offer appointments with GPs, ANPs, Nurses, Pharmacists and HCAs, both face-to-face and remote. Appointments are booked by a
patients GP practice using Brighton and Hove Federation EMIS and SystmOne Hubs.Practice SupportBrighton and Hove Federation maintains a Locum Bank of clinical and administrative
staff which can be utilised by Practices as cover for short-term illness,
annual leave, and capacity issues due to changes in service demand. GP
Practices request shifts via our workforce platform, Luna, which notifies our
Bank staff and enables them to sign up to a shift based on their preferences
and availability.Brighton and Hove Federation also provides phone cover to practices and PCNs during
the formal citywide PLT events and individual practice or PCN training events.Virtual WardsBrighton and Hove Federation is the Head Subcontractor to deliver the GP service to
the SCFT Virtual Ward teams across Sussex, in an alliance of the 3 lead Place
Federations 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 Community
Response, 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 is
led by both Medical (a General Practitioner) and Clinical (ACP/ANP) senior
decision makers. The Federations are responsible for providing the GP element
of this model.ADHDBrighton & Hove Federation is delivering an ADHD
Assessment Pilot for Brighton & Hove as the commissioned NHS provider. The
service is subcontracted by Sussex Partnership Foundation Trust, SPFT and has
3 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 12
months following diagnosis, through a shared care agreement with the patients
practice. The Brighton and Hove Federationteam includes diagnostic clinicians and pharmacists who
lead on clinical care, alongside care coordinators and a wellbeing team who
offer wider holistic and practical support to patients.VaccinationsBrighton and Hove Federation is working in partnership with our practices to support
with vaccination delivery, in particular for care home, housebound and
hard-to-reach patients. This has included the regular Covid vaccination
programmes to eligible patients, and supporting with flu, pneumonia, shingles
and RSV.Lung Cancer ScreeningPreviously
known as the Targeted Lung Health Check service, Lung Cancer Screening
aims to diagnose lung cancer at an earlier and more treatable stage by offering
population based screening to eligible Sussex residents aged 55-74.Brighton and Hove Federation is responsible for administration of the programme
and reviewing patient results from the TLHC pathway, including making onward
referrals where clinically appropriate.Public Health Locally Commissioned Services - LCSBrighton and Hove Federation is registered on the list of providers for Public Health
Locally Commissioned Services. This enables Brighton and Hove Federationto support practices by
providing additional capacity to deliver coils, implants, smoking cessation
services and NHS health checks.Out of Hours Care Home LCSThe Out of Hours Care Home service launched on 1 April
2024. Thirteen practices have subcontracted the service to Brighton and Hove Federation,covering
57 care homes and a total of 1,264 beds.At weekends and on bank holidays, each care home receives a
proactive check-in call to identify any emerging issues. The service also
provides reactive clinical support, allowing care home staff to contact a GP or
Advanced Nurse Practitioner for advice between 08:00-13:00, or 08:00-18:00 on
each day of a bank holiday weekend.This is a fully remote service designed to reduce 999 calls and
prevent avoidable hospital admissions from care homes during out-of-hours
periods.Job SummaryThe Service Administrator will work
across multiple Federation services to provide administrative support and
ensure their smooth running. This will include supporting the day-to-day
delivery of EA and other services, supporting the recruitment and onboarding of
new staff to our workforce platform: Luna, assisting with governance and
quality assurance, and data collection for KPIs.The success of Brighton and Hove Federationrelies on
good communication with our partners and patients. This will require engaging
and working with local practices, PCNs and patients to ensure that our services
meet their needs.Main Duties and ResponsibilitiesThe following are the core responsibilities of the Service
Administrator. There may be, on occasion, a requirement to carry out other
tasks. This will be dependent upon factors such as workload and staffing
levels:
Supporting with staffing rotas across different
services
Responsibility for the administration of the
recruitment and onboarding of casual staff
Support the induction and training programme for
all Brighton and Hove Federationservice staff
Support the Operational Support Lead to ensure
all new staff added to the rota are compliant to statutory requirements and
that the service holds the necessary documentation as per set guidelines
Maintain the workforce platform (Luna) with
details and paperwork for all staff and escalate any issues with staff
compliance to the Operational Support Lead or Senior Leadership Team as
required
Arrange new staff access to Brighton and Hove Federationclinical
systems
Support with the day to day running of Brighton and Hove Federationservices,
ensuring that all staff understand how to access timely support and advice and
resolve issues quickly
Monitoring the email inboxes and website
contacts & follow up any issues raised by patients or staff issues
highlighting any concerns
Engage with patients, internal and external
stakeholders
Support the leadership team to ensure that
clinical and organisational policies and procedures are developed and
implemented in relation to clinical risk management, clinical incidents,
complaints and compliments, consent, information governance, workforce
competencies
To provide administrative support to assist with
the development and management of any changes or new processes and systems that
need implementing Deliver
administrative support to the Lung Cancer Screening programme. Recording
data from the Lung Cancer Screening systems to the relevant primary care
systems, liaising with the Lung Cancer Screening team, patients, and GP
practices. Drafting and disseminating newsletters or other internal or external comms as required Coordinating
internal and external meeting arrangements, preparing agendas, producing minutes
and following up of actions arising
Provide
phone cover during PLT or to facilitate Delivery Team training or meetings
Other project related assistance as required by
the Chief Operating Officer and Chief Finance and Corporate Officer
To follow team Standard Operating Procedures and
organisational policies and procedures
Undertake any other duties required, as
appropriate to the roleConfidentialityWe consider confidentiality and ensure minimal and appropriate
usage of all data we hold and access, to comply with NHS Information Governance
frameworks.We ask staff to be vigilant about
both their safety and the patients; taking necessary action, as required, and
feeding back any concerns so that we can make improvements.Equal OpportunitiesThe organisation
values the rich diversity, skills and abilities that people from differing
backgrounds and experiences bring to the workplace. Implementing and abiding by
a policy that provides for diversity and equal opportunities and deters
unlawful discrimination is therefore important to this organisation. TechnologyWe use a selection of computer
technology systems and tools. Staff should expect to use automated information
systems in their work to improve quality, efficiency and service coordination,
and to enable faster and more accurate communication internally and externally.Health and SafetyAt Brighton and Hove
Federation, we recognise the need to comply with the Health and Safety at Work etc.
Act 1974 and understand
this is a legal requirement, not a matter of choice. We will continuously
strive to fulfil our responsibilities for all matters pertaining to health and
safety.Furthermore, we will
ensure all our staff are fully aware of their individual and collective
responsibilities and that they are committed to maintaining a positive and
proactive approach to minimising risk.Training and DevelopmentWe ensure that
people have the information, equipment and skills they need to do their work.
This includes bespoke training opportunities based on identified gaps and
agreed priorities with the team e.g. Human Factors; trauma informed care; Non
Violent Communication.
Job description
Job responsibilitiesBrighton and Hove Federation Service OverviewThis role will work across all
services that Brighton and Hove Federation delivers, prioritising areas needed, as directed by the
Senior Leadership Team.This currently includes the
following, but is subject to change as Brighton and Hove Federationdevelops new services:Enhanced AccessThe Enhanced
Access, EA, Service was developed to offer patient choice by providing
appointments outside of the normal Practice opening times of 08:00-18:30. This
gives more flexibility to people who cannot easily access their GP practice
during normal hours.The EA service currently operates
Monday-Friday 18:30-20:00; Saturday 9:00-17:00 and Sunday . We
offer appointments with GPs, ANPs, Nurses, Pharmacists and HCAs, both face-to-face and remote. Appointments are booked by a
patients GP practice using Brighton and Hove Federation EMIS and SystmOne Hubs.Practice SupportBrighton and Hove Federation maintains a Locum Bank of clinical and administrative
staff which can be utilised by Practices as cover for short-term illness,
annual leave, and capacity issues due to changes in service demand. GP
Practices request shifts via our workforce platform, Luna, which notifies our
Bank staff and enables them to sign up to a shift based on their preferences
and availability.Brighton and Hove Federation also provides phone cover to practices and PCNs during
the formal citywide PLT events and individual practice or PCN training events.Virtual WardsBrighton and Hove Federation is the Head Subcontractor to deliver the GP service to
the SCFT Virtual Ward teams across Sussex, in an alliance of the 3 lead Place
Federations 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 Community
Response, 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 is
led by both Medical (a General Practitioner) and Clinical (ACP/ANP) senior
decision makers. The Federations are responsible for providing the GP element
of this model.ADHDBrighton & Hove Federation is delivering an ADHD
Assessment Pilot for Brighton & Hove as the commissioned NHS provider. The
service is subcontracted by Sussex Partnership Foundation Trust, SPFT and has
3 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 12
months following diagnosis, through a shared care agreement with the patients
practice. The Brighton and Hove Federationteam includes diagnostic clinicians and pharmacists who
lead on clinical care, alongside care coordinators and a wellbeing team who
offer wider holistic and practical support to patients.VaccinationsBrighton and Hove Federation is working in partnership with our practices to support
with vaccination delivery, in particular for care home, housebound and
hard-to-reach patients. This has included the regular Covid vaccination
programmes to eligible patients, and supporting with flu, pneumonia, shingles
and RSV.Lung Cancer ScreeningPreviously
known as the Targeted Lung Health Check service, Lung Cancer Screening
aims to diagnose lung cancer at an earlier and more treatable stage by offering
population based screening to eligible Sussex residents aged 55-74.Brighton and Hove Federation is responsible for administration of the programme
and reviewing patient results from the TLHC pathway, including making onward
referrals where clinically appropriate.Public Health Locally Commissioned Services - LCSBrighton and Hove Federation is registered on the list of providers for Public Health
Locally Commissioned Services. This enables Brighton and Hove Federationto support practices by
providing additional capacity to deliver coils, implants, smoking cessation
services and NHS health checks.Out of Hours Care Home LCSThe Out of Hours Care Home service launched on 1 April
2024. Thirteen practices have subcontracted the service to Brighton and Hove Federation,covering
57 care homes and a total of 1,264 beds.At weekends and on bank holidays, each care home receives a
proactive check-in call to identify any emerging issues. The service also
provides reactive clinical support, allowing care home staff to contact a GP or
Advanced Nurse Practitioner for advice between 08:00-13:00, or 08:00-18:00 on
each day of a bank holiday weekend.This is a fully remote service designed to reduce 999 calls and
prevent avoidable hospital admissions from care homes during out-of-hours
periods.Job SummaryThe Service Administrator will work
across multiple Federation services to provide administrative support and
ensure their smooth running. This will include supporting the day-to-day
delivery of EA and other services, supporting the recruitment and onboarding of
new staff to our workforce platform: Luna, assisting with governance and
quality assurance, and data collection for KPIs.The success of Brighton and Hove Federationrelies on
good communication with our partners and patients. This will require engaging
and working with local practices, PCNs and patients to ensure that our services
meet their needs.Main Duties and ResponsibilitiesThe following are the core responsibilities of the Service
Administrator. There may be, on occasion, a requirement to carry out other
tasks. This will be dependent upon factors such as workload and staffing
levels:
Supporting with staffing rotas across different
services
Responsibility for the administration of the
recruitment and onboarding of casual staff
Support the induction and training programme for
all Brighton and Hove Federationservice staff
Support the Operational Support Lead to ensure
all new staff added to the rota are compliant to statutory requirements and
that the service holds the necessary documentation as per set guidelines
Maintain the workforce platform (Luna) with
details and paperwork for all staff and escalate any issues with staff
compliance to the Operational Support Lead or Senior Leadership Team as
required
Arrange new staff access to Brighton and Hove Federationclinical
systems
Support with the day to day running of Brighton and Hove Federationservices,
ensuring that all staff understand how to access timely support and advice and
resolve issues quickly
Monitoring the email inboxes and website
contacts & follow up any issues raised by patients or staff issues
highlighting any concerns
Engage with patients, internal and external
stakeholders
Support the leadership team to ensure that
clinical and organisational policies and procedures are developed and
implemented in relation to clinical risk management, clinical incidents,
complaints and compliments, consent, information governance, workforce
competencies
To provide administrative support to assist with
the development and management of any changes or new processes and systems that
need implementing Deliver
administrative support to the Lung Cancer Screening programme. Recording
data from the Lung Cancer Screening systems to the relevant primary care
systems, liaising with the Lung Cancer Screening team, patients, and GP
practices. Drafting and disseminating newsletters or other internal or external comms as required Coordinating
internal and external meeting arrangements, preparing agendas, producing minutes
and following up of actions arising
Provide
phone cover during PLT or to facilitate Delivery Team training or meetings
Other project related assistance as required by
the Chief Operating Officer and Chief Finance and Corporate Officer
To follow team Standard Operating Procedures and
organisational policies and procedures
Undertake any other duties required, as
appropriate to the roleConfidentialityWe consider confidentiality and ensure minimal and appropriate
usage of all data we hold and access, to comply with NHS Information Governance
frameworks.We ask staff to be vigilant about
both their safety and the patients; taking necessary action, as required, and
feeding back any concerns so that we can make improvements.Equal OpportunitiesThe organisation
values the rich diversity, skills and abilities that people from differing
backgrounds and experiences bring to the workplace. Implementing and abiding by
a policy that provides for diversity and equal opportunities and deters
unlawful discrimination is therefore important to this organisation. TechnologyWe use a selection of computer
technology systems and tools. Staff should expect to use automated information
systems in their work to improve quality, efficiency and service coordination,
and to enable faster and more accurate communication internally and externally.Health and SafetyAt Brighton and Hove
Federation, we recognise the need to comply with the Health and Safety at Work etc.
Act 1974 and understand
this is a legal requirement, not a matter of choice. We will continuously
strive to fulfil our responsibilities for all matters pertaining to health and
safety.Furthermore, we will
ensure all our staff are fully aware of their individual and collective
responsibilities and that they are committed to maintaining a positive and
proactive approach to minimising risk.Training and DevelopmentWe ensure that
people have the information, equipment and skills they need to do their work.
This includes bespoke training opportunities based on identified gaps and
agreed priorities with the team e.g. Human Factors; trauma informed care; Non
Violent Communication.Person Specification
Qualifications
EssentialGCSE grade A to C/9 to 4 in English and MathsBusiness administration experienceEvidence of continuing professional developmentDesirableEducated to degree level
Skills
EssentialExcellent communication skills (written and oral)Proven IT skills (Microsoft Office/Email)Ability to prioritise and work to tight deadlines in a fast-paced environmentEffective time management (planning & organising)Ability to network and build relationshipsDesirableProven problem-solving & analytical skills
Experience
EssentialExperience of working independently and within a teamDesirableExperience of working in a healthcare settingNHS / primary care general practice experienceExperience of using Clinical Systems - SystmOne or EMIS
Personal Qualities
EssentialPolite and confidentFlexible and cooperativeExcellent interpersonal skillsMotivated and proactiveAbility to use initiative and judgement Forward thinker with a solutions-focused approachHigh levels of integrity and loyaltySensitive and empathetic in distressing situationsAbility to work under pressure
Person Specification

Qualifications
EssentialGCSE grade A to C/9 to 4 in English and MathsBusiness administration experienceEvidence of continuing professional developmentDesirableEducated to degree level
Skills
EssentialExcellent communication skills (written and oral)Proven IT skills (Microsoft Office/Email)Ability to prioritise and work to tight deadlines in a fast-paced environmentEffective time management (planning & organising)Ability to network and build relationshipsDesirableProven problem-solving & analytical skills
Experience
EssentialExperience of working independently and within a teamDesirableExperience of working in a healthcare settingNHS / primary care general practice experienceExperience of using Clinical Systems - SystmOne or EMIS
Personal Qualities
EssentialPolite and confidentFlexible and cooperativeExcellent interpersonal skillsMotivated and proactiveAbility to use initiative and judgement Forward thinker with a solutions-focused approachHigh levels of integrity and loyaltySensitive and empathetic in distressing situationsAbility to work under pressureDisclosure and Barring Service CheckThis 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.Employer detailsEmployer nameBrighton and Hove FederationAddressBrighton & Hove FederationOld Shoreham RoadHoveEast SussexBN3 7GSUnited KingdomEmployer's websiteEmployer detailsEmployer nameBrighton and Hove FederationAddressBrighton & Hove FederationOld Shoreham RoadHoveEast SussexBN3 7GSUnited KingdomEmployer's website