Our busy nurse‑led community specialist Wound Care Service is looking for an experienced, part‑time Administrator to support the small team based at Crawley Hospital. An integral member of the team, our clinicians rely on our Administrators to keep things running smoothly and on time. This is a great opportunity to either start or develop your NHS administration career, working in the specialist field of wound care.
We’re looking for an experienced Administrator with great attention to detail when handling confidential information. You’ll also need sound organisational skills as you help to plan a rolling training programme, be responsible for booking venues, and provide information to attendees.
Due to recent changes in UK immigration and visa rules, this role is unlikely to 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 thegov.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
Working to agreed processes and procedures, you’ll work on your own initiative as you prioritise and manage your day‑to‑day workload. As an important member of the team, you’ll contribute to service development for both the administrative and clinical processes to maximise efficiency and ensure a good patient experience. The wound care nurses provide a programme of training throughout the year which will involve liaising with venues, coordinating clinical diaries and advanced word‑processing ability.
The post requires you to be organised and have clear communication skills with a variety of referrers, eg SCFT nurses and nursing home teams. You’ll need to be responsive and adaptable as things can change day‑to‑day, covering for administration colleagues as required. Attention to detail, accurate keyboard skills and previous experience of minute‑taking are must, as is familiarity with stock‑control and associated invoice processes.
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.
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.
Why work for us?
* 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
* Accredited Living Wage Employer, we ensure fair pay for all our staff
* 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
Job Overview
Providing administration to the busy Specialist Wound Care Team based in Crawley and other Tissue Viability Teams as required. You will be a key point of contact for the specialist clinical service, ensuring that patients, external stakeholders and colleagues within the Trust receive a courteous and supportive response to a range of queries and requests for information. You will organise and support the team and community nurse‑led clinics and visits, process referrals, manage SystmOne electronic records, handle sensitive clinical images, order and manage specialist wound therapies, maintain the general office environment, take meeting minutes and ensure patient records remain up‑to‑date, secure and archived.
Communication and Working Relationships
1. Works closely with the specialist team to support them in developing and running an efficient and responsive service. Routinely communicates with clinicians and administrative support colleagues across the Service.
2. Acts as a key point of contact between the service and other corporate support services, such as Estates & Facilities, Purchasing, Finance and Governance, for site visits, payroll, staffing administration, processing orders and invoicing.
3. Develops effective working relationships with administrators and clinicians from other SCFT Wound Care and Tissue Viability teams within the service.
4. Prepares clear documents using SystmOne for patients and healthcare professionals, takes minutes as required, and keeps records of actions to be completed.
Main Tasks
1. Process clinical referrals from the wider healthcare community in North West Sussex, manage patient registration and upload relevant documents and photographs to patient records on SystmOne.
2. Coordinate joint clinician visits with referrers and organise them within the clinical team’s diaries on Outlook and SystmOne.
3. Work closely with the clinical team regarding communication for patients referred into the service for treatment.
4. Receive and support callers and visitors, responding to queries within procedural guidelines.
5. Manage patient notes, filing, tracking and archiving for team and community clinics in a secure manner in line with Trust policy.
6. Update teams’ activities on appropriate systems to provide timely data for Key Performance Indicators.
7. Provide daily sit‑rep for the Tissue Viability team(s) when required.
8. Ensure that complex wound therapies are ordered, invoiced and arranged in a timely manner, and check and order stock levels of clinical equipment.
9. Regularly check that the office environment is tidy and clean; resolve any issues.
10. Report any building or equipment maintenance problems to the Trust’s Estates Helpline.
11. Organise, book and attend relevant meetings, take minutes or notes, and distribute meeting records by agreed date.
12. Format letters and reports to a high standard of accuracy and visual attractiveness.
13. Manage the Medical Devices and Information Governance processes for the team.
14. Ensure incoming or outgoing post is processed promptly and arrange any invoicing for external education sessions generated by the team.
15. Place stationery and other office supplies; ensure requisitions and invoices are checked and approved by an appropriate manager.
Main Responsibilities
1. Manage the referral email system for the Wound Care and Tissue Viability nurses from the wider healthcare community, ensuring correct documentation and uploading to SystmOne.
2. Assist the Team Leader with reviewing office or administrative procedures by gathering and collating feedback, and contribute ideas and suggestions.
3. Arrange local team and wider SCFT Tissue Viability meetings, coordinate diaries, book venues and refreshments, and distribute relevant information beforehand and after meetings.
4. Manage and coordinate the Medical Devices and Information Governance needs of the team and assist with audits requested of the service.
5. Provide day‑to‑day guidance and support on administrative issues and queries, and assist with recruitment, appraisal and development of new staff within the service.
6. Authorise the ordering of stationery and other office supplies, as well as complex wound therapies.
7. Ensure electronic or paper patient, staff and other service records are filed accurately, accessible and kept secure.
8. Manage any required paper record archiving.
This advert closes on Monday 4 May 2026.
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