Service Administrator

Job description

Job responsibilities

Brighton and Hove Federation Service Overview

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:

Enhanced Access

The 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 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.

Practice Support

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.

Virtual Wards

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.

ADHD

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.

Vaccinations

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.

Lung Cancer Screening

Previously 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 - LCS

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.

Out of Hours Care Home LCS

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.

Job Summary

The 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 Responsibilities

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 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 role

Confidentiality

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.

Equal Opportunities

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.

Technology

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.

Health and Safety

At 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 Development

We 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

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

• Educated to degree level

Skills

• Excellent communication skills (written and oral)
• Proven IT skills (Microsoft Office/Email)
• Ability to prioritise and work to tight deadlines in a fast-paced environment
• Effective time management (planning & organising)
• Ability to network and build relationships

• Proven problem-solving & analytical skills

Experience

• Experience of working independently and within a team

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

Personal Qualities

• Polite and confident
• Flexible and cooperative
• Excellent interpersonal skills
• Motivated and proactive
• Ability to use initiative and judgement
• Forward thinker with a solutions-focused approach
• High levels of integrity and loyalty
• Sensitive and empathetic in distressing situations
• Ability to work under pressure

Disclosure and Barring Service Check

This 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 details

Employer name

Brighton and Hove Federation

Address

Brighton & Hove Federation

Old Shoreham Road

Hove

East Sussex

BN3 7GS

United Kingdom

Employer's website

https://www.brightonandhovefed.co.uk/