Job Description

We are currently looking to appoint an enthusiastic administration assistant for our Adult Critical Care Transfer Service, Kent Surrey and Sussex (ARCC KSS). This service is hosted by the Royal Surrey County Hospital NHS Foundation Trust. The successful applicant will be working with a newly created dynamic team and will provide a comprehensive, high-quality clerical and administrative support service, working closely alongside the ARCC leadership and clinical team.



The role will be office based, although you may be required to enter a clinical area as part of your duties. The post is 18 month fixed term, full time working 37.5 hours per week Monday to Friday, working patterns will be discussed at interview and can be negotiated. The successful candidate will be based at Crawley Hospital, with occasional travel to the Royal Surrey County Hospital in Guildford or to our base in Maidstone.



Candidates should have experience of undertaking a range of administrative duties and have excellent communication skills. Applicants must be proficient in a range of software programs such as Microsoft Office including Excel, Outlook, Power Point and Word.

Daily tasks include:

Providing comprehensive administrative support to the ARC KSS Team through efficient and effective secretarial and administrative duties; Face-to-face and telephone or virtual contact with clinical staff; Writing letters and emails, including monitoring of the ARCC KSS mailbox; Establish and maintain electronic filing systems; Supporting governance such as maintaining training databases and actively collating service information for CQC domains; Collating and sharing weekly data from clinical systems such as EPR; Elaborate and share high quality meeting minutes; Providing other general administration duties to support the service and team, including non-clinical orientation to new members of the team; Stock ordering, accepting deliveries and storing them appropriately; Keeping bases tidy and organised, including liaising with Facilities, and Receipts and Distribution teams as required;

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.



We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.



The Care Quality Commission (CQC) have given us an overall rating of Outstanding.



Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than 45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.



Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.



A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo



18 Month Fixed Term Contract



Full time - 37.5 hrs a week



Interview dates 18th and 21st November 2025



Please refer to the full job description & person specification



Candidates should have good numerical skills, be self-motivated and able to multi-task. You will be required to work on your own initiative and demonstrate a willingness to help others as a key member of the team. You will be expected to be able to prioritise work tasks and meet deadlines to fulfil the requirements of this post. The successful applicant will possess exceptional organisational skills and will be integral to the day-to-day smooth running of the ARC KSS team, working closely with the ARC senior leadership team.



Previous experience of working in an NHS setting is an advantage but is not essential.



Analytical and Judgemental Skills / Freedom to Act



Ability to analyse and extract complex data sets from a number of different sources Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision Ability to recognise situations that should be referred onto the Supervisor/Line Manager and take prompt and appropriate action Receive and open incoming post and take action as required Participate in regular appraisal

Planning and Organisational Skills



Excellent organisational and prioritising skills Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales Undertake work that has been prioritised by the Supervisor / Line Manager Book and monitor room bookings Arrange hospitality as requested * Coordinate and Arrange meetings including diary management to ensure availability and attendance