Sussex Partnership NHS Foundation Trust

Team Administrator - Incident & Alerts

The closing date is 29 January 2026

Job summary

We are seeking a highly organised and detail-oriented administrator to join the Clinical Governance Team. This is a Trust-wide role that involves ensuring the accurate processing and quality assurance of incident forms, resolving data issues, managing alerts, and maintaining notification rules.

The post holder will also be responsible for monitoring the shared mailbox, producing accurate reports, supporting colleagues with the incident database, and uploading data to national reporting systems.

As part of the Clinical Governance team, you will handle sensitive information in accordance with data protection requirements and contribute to compliance and governance activities across the organisation.

Main duties of the job

The post holder is responsible for;

Provision of an efficient and effective administrative service that enables the Clinical Governance Team to support the delivery of high-quality patient care, to include -

Processing and quality checking of web-based incident forms on a daily basis.
Contacting services for missing or inaccurate data and where necessary, updating the forms with the correct information
Checking for duplicate incidents for deletion.
Assisting with the receipt, acknowledgement & processing of alerts from the Central Alert System.
Monitoring and updating notification rules on the risk management system to ensure relevant staff are notified and can access incidents.
Monitoring the Ulysses email box, actioning where suitable and appropriately.
Providing cover as required for other team processes.
Supporting colleagues in the use of the incident database.
Uploading data to the National Patient Safety Agency, National Reporting and Learning System (NRLS) or their equivalents when required.
Producing quality checked reports from the database when required.
Responsible for retrieving, printing, filing and emailing electronic Incident forms when requested.
Undertaking general clerical duties within the Clinical Governance team.
To be a key member of the team and work to support ongoing activities ensuring timely compliance with all current and future work streams.
Receive sensitive information and comply with data protection and information governance requirements.

About us

We provide mental health and learning disability care for children, young people and adults across Sussex and for children in and young people in Hampshire.

Working in Sussex and Hampshire:

Travel easily between coast and countryside, with a blend of picturesque villages and seaside towns.

Enjoy a range of beautiful rural settings and bustling city locations.

With easy access to Gatwick and Heathrow and excellent railway links across the UK there is plenty of opportunity and adventure.

Date posted

15 January 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

354-CO-21811

Job locations

Portland House

Richmond Road

Worthing

BN11 1HS

Job description

Job responsibilities

Please see main duties of the job above and attached job description and person specification for further information.

Job description

Job responsibilities

Please see main duties of the job above and attached job description and person specification for further information.

Person Specification

Qualifications

Essential

Good standard of secondary education; GCSE at Grade C or above.

Knowledge / Experience

Essential

Significant experience of working as an administrator / data inputting.
Experience of producing documents to a high standard of presentation with good accuracy.
Experience of maintaining detailed complex database and spreadsheet information.
Experience of managing sensitive information, including incident data and patient safety incidents, in line with governance protocols.

Desirable

Experience of working within the NHS
Knowledge of medical, psychological and/or mental health terminology.

Skills

Essential

Excellent communication and interpersonal skills, ability to create and maintain effective working relationships.
Ability to work on own initiative and prioritise own workload.
Ability to deal with emotionally sensitive and challenging material.
Ability to be able to deal with conflicting demands.

Person Specification

Qualifications

Essential

Good standard of secondary education; GCSE at Grade C or above.

Knowledge / Experience

Essential

Significant experience of working as an administrator / data inputting.
Experience of producing documents to a high standard of presentation with good accuracy.
Experience of maintaining detailed complex database and spreadsheet information.
Experience of managing sensitive information, including incident data and patient safety incidents, in line with governance protocols.

Desirable

Experience of working within the NHS
Knowledge of medical, psychological and/or mental health terminology.

Skills

Essential

Excellent communication and interpersonal skills, ability to create and maintain effective working relationships.
Ability to work on own initiative and prioritise own workload.
Ability to deal with emotionally sensitive and challenging material.
Ability to be able to deal with conflicting demands.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information