Overview
The Community Therapy Team Brighton and Hove is looking for an administrator to work within the team based at Brighton General Hospital. The role will involve supporting the day-to-day delivery of the community therapy service by providing first line contact to service users and other professionals. The post holder must have good organisational and communication skills and be able to work under their own initiative and follow directions. They must also be actively engaged in service development for both administrative and clinical processes to maximise efficiency and ensure a good patient experience.
Responsibilities
- Processing incoming information including patient referrals and registering referrals on System One (referrals are received online, via telephone, other health professionals and other electronically received correspondence).
- Providing other administrative support including stock control, monitoring of email inboxes, scanning, stock management and processing subject access requests.
- Receiving calls into the service, responding to queries and requests, gathering relevant information to ensure clear information is obtained and forwarded to the community therapy team clinical coordinators, clinical leads and relevant staff members.
- Devising and maintaining efficient filing, clerical and office systems, and providing administrative support to the teams, including photocopying and dealing with internal/external post.
- Monitoring and maintaining stocks of therapy supplies, stationery, equipment and resources for the team.
- Monitoring generic therapy mailbox, managing tasks and batch reports; processing of subject access requests; reporting sickness of staff members to team leads.
- Receiving incoming post, emails and telephone calls in a courteous, professional manner; attending and contributing to staff meetings and supporting developments within the service.
- Using own initiative to deal with day-to-day issues and liaising with Clinical Leads and Team Leads; carrying out duties as reasonably delegated or requested by Clinical Leads, including PA support as required.
- To provide day-to-day administrative support and contribute to service planning and development in relation to administration systems and procedures.
- To order and maintain adequate levels of stationery and equipment as required by the team, authorised by the Lead; maintain expected standards of office safety and security.
- To make up patient Yellow Files, add to System One, and discharge when the service has completed treatment.
- To support the team in day-to-day running, including ordering PPE, saving caseloads onto USB sticks, and answering the phone.
- Word processing of reports and letters, including amending and tidying documents, drafting routine correspondence for approval, and taking formal minutes of meetings as required using software such as Word, Excel and PowerPoint.
- Maintain and update IT and maintenance databases with team issues; keeping office systems up-to-date (e.g., bring forward) and writing up meeting notes where required.
- Receiving and sorting internal and external mail and dealing with it appropriately.
Qualifications and Skills
- Good organisational and communication skills; ability to work on own initiative and follow directions.
- Active engagement in service development for administrative and clinical processes to maximise efficiency and patient experience.
- Experience with administrative tasks including processing referrals, stock control, email inbox management, scanning and subject access requests.
- Proficiency with standard office software and record systems.
Additional Information
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.
Benefits and Work Environment
- Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeing
- 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
- Cost-effective workplace nurseries in Crawley, Hove, and Brighton
- Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networks
- Level 3 Disability Confident Leader and Veteran Aware Trust
- Beautiful Sussex location near the South Downs and coast
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.
Application and Closing
This advert closes on Monday 4 May 2026.
Role Specific Details
To provide day-to-day administrative support. Liaising and dealing in a professional and helpful manner with clients, staff and other departments or agencies by telephone, taking messages, referring other issues as appropriate and answering routine enquiries. Assisting with system issues and IT problems. Participating in the Trust supervision and appraisal strategy. Contributing to the service planning and development group in relation to administration systems and procedures. Ordering and maintaining adequate levels of stationery and equipment, and ensuring office safety and security. Maintain and update systems and records as required, including creating patient files and updating System One.
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