Service Administrator

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 Federation service staff

Maintain 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 procedures

Provide 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 role

This 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:

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 09.00-13.00. 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.

Brighton 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.

Brighton 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.

Brighton & 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.

Brighton 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.

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.

Brighton 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.

The 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.

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.

The 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

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.

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

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 role

We 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.

The 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.

We 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.

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.

Brighton 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 Purpose

To strengthen General Practice and build towards a sustainable

health system in Brighton and Hove

Collaboration

We work together across organisations, always

putting patients first.

Sustainability

We take a long-term view, balancing todays

needs with tomorrows realities.

Quality

We strive for excellence in every service and

partnership.

Equity

We advocate for fair access and outcomes across

Brighton and Hove.

Innovation

We embrace new ideas that improve care and

strengthen our system.

Qualifications

Essential: - GCSE grade A to C/9 to 4 in English and Maths; - Business administration experience; - Evidence of continuing professional development

Desirable: - Educated to degree level

Skills

Desirable: - Proven problem-solving & analytical skills

Experience

Essential: - Experience of working independently and within a team

Desirable: - Experience of working in a healthcare setting; - NHS / primary care general practice experience; - Experience of using Clinical Systems - SystmOne or EMIS

Personal Qualities