• Job Description

  Req#: C9839-25-0166?language=en&page=467&sort=publicationDateDesc

  Job summary

  Come and join our friendly and supportive team based in our Wymondham Hub in South Norfolk.

  We have an opportunity for a Hub Admin Allocator to support our Community Nursing teams across South Place with daily patient visit allocation.

  The role requires good IT, problem solving and organisational skills and excellent attention to detail.

  Main duties of the job

  To allocate patient appointments for the Community Nursing and Therapy teams.

  To receive and process referrals and data into the service, using patient database, distributing information to other services / agencies as necessary.

  To maintain good customer care when communicating with the public and health / social care professionals.

  About us

  Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

  Details

  Date posted

  29 April 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £24,071 to £25,674 a year per annum

  Contract

  Permanent

  Working pattern

  Full-time, Part-time

  Reference number

  839-7163039-SR

  Job locations

  Wymondham Health Centre

  18 Bridewell Street

  Wymondham

  NR18 0AR

  
  

  Job description

  Job responsibilities

  Main Duties & Responsibilities

  1. To receive and process telephone calls from referrers into services, using appropriate proformas and processes and to appropriately handle any queries regarding the services
  2. To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary
  3. To undertake a safe and efficient allocation service in the hub. To allocate patient appointments for the Community Nursing and Therapy clinicians following the set process, from the monthly planner, to the holding ledgers and finally into the live ledgers, whilst utilising relevant data to include geography, skill mix and staffing levels. Scrutiny of appointment detail against care plans that require performing will be undertaken to ensure a correct match and therefore preventing unnecessary visits
  4. To demonstrate good customer care and communication skills when communicating with the public and health / social care professionals
  5. To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy
  6. To demonstrate knowledge of available automated facilities for receiving referrals, finding and checking patient information and storage of information in accordance with policies and procedures
  7. Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary.

  1. Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members.

  1. Filing and storage of patient notes in accordance with policies and procedures.

  1. To support and contact members of the intermediate care teams to ensure urgent referrals are dealt with within the appropriate response time by managing own time effectively and integrating this with the workings of the team.

  1. To be aware of the Trust and department lone worker policy and ensure it is implemented appropriately.

  1. To receive and record messages for members of the teams.

  1. To be an active team member with shared responsibility for general housekeeping by prioritising your workload, identify and explore your own contribution to team working and contributing to the induction process of new members of staff.

  1. To recognise any problems regarding the service, including any issues relating to quality and passing this and any constructive ideas on improvements to the service to the appropriate person.

  1. To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints.

  1. To be committed to working within a changing environment, responding positively to new demands and changes and willing to be flexible to the changing needs of the service.

  1. To be an active member of the training programme by the attendance at and participation in staff meetings, training sessions and external courses.

  1. To participate in the staff appraisal scheme as an appraisee, maintaining a dynamic personal development programme (PDP).

  1. To demonstrate an awareness of clinical governance and risk management and apply to work situation.

  1. To work on a rotating shift pattern over a seven-day period. The hub is open all year round including Bank Holidays between the hours of 0800 and 1800.

  Job description

  Job responsibilities

  Main Duties & Responsibilities

  1. To receive and process telephone calls from referrers into services, using appropriate proformas and processes and to appropriately handle any queries regarding the services
  2. To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary
  3. To undertake a safe and efficient allocation service in the hub. To allocate patient appointments for the Community Nursing and Therapy clinicians following the set process, from the monthly planner, to the holding ledgers and finally into the live ledgers, whilst utilising relevant data to include geography, skill mix and staffing levels. Scrutiny of appointment detail against care plans that require performing will be undertaken to ensure a correct match and therefore preventing unnecessary visits
  4. To demonstrate good customer care and communication skills when communicating with the public and health / social care professionals
  5. To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy
  6. To demonstrate knowledge of available automated facilities for receiving referrals, finding and checking patient information and storage of information in accordance with policies and procedures
  7. Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary.

  1. Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members.

  1. Filing and storage of patient notes in accordance with policies and procedures.

  1. To support and contact members of the intermediate care teams to ensure urgent referrals are dealt with within the appropriate response time by managing own time effectively and integrating this with the workings of the team.

  1. To be aware of the Trust and department lone worker policy and ensure it is implemented appropriately.

  1. To receive and record messages for members of the teams.

  1. To be an active team member with shared responsibility for general housekeeping by prioritising your workload, identify and explore your own contribution to team working and contributing to the induction process of new members of staff.

  1. To recognise any problems regarding the service, including any issues relating to quality and passing this and any constructive ideas on improvements to the service to the appropriate person.

  1. To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints.

  1. To be committed to working within a changing environment, responding positively to new demands and changes and willing to be flexible to the changing needs of the service.

  1. To be an active member of the training programme by the attendance at and participation in staff meetings, training sessions and external courses.

  1. To participate in the staff appraisal scheme as an appraisee, maintaining a dynamic personal development programme (PDP).

  1. To demonstrate an awareness of clinical governance and risk management and apply to work situation.

  1. To work on a rotating shift pattern over a seven-day period. The hub is open all year round including Bank Holidays between the hours of 0800 and 1800.

  Person Specification

  Qualifications

  Essential

  • oGCSE or equivalent English and Maths, Grades A-C
  • oNVQ 3 Business Administration or equivalent experience.

  Desirable

  • oRSA II or equivalent Typing Qualification

  Experience

  Essential

  • oOffice experience in private or health sector
  • oProfessional contact with the general public
  • oCustomer services experience

  Desirable

  • oPrevious NHS experience

  Skills

  Essential

  • oIT and Microsoft office literate
  • oProblem solving skills
  • oGood organisational skills
  • oExcellent attention to detail

  Desirable

  • oSystmOne literate

  Communication

  Essential

  • oExcellent verbal and written communication skills
  • oAbility to work effectively as part of a diverse multi-disciplinary team

  Personal Attributes / Behaviours

  Essential

  • oEnthusiastic and motivated
  • oTeam player
  • oAble to work on own initiative
  • Committed to providing the best possible service to patients
  • Tact and diplomacy

  Other

  Essential

  • oAble to make own travel arrangements to other sites
  • Able to work shift patterns and weekends
  • Willing to travel to other sites

  Person Specification

  Qualifications

  Essential

  • oGCSE or equivalent English and Maths, Grades A-C
  • oNVQ 3 Business Administration or equivalent experience.

  Desirable

  • oRSA II or equivalent Typing Qualification

  Experience

  Essential

  • oOffice experience in private or health sector
  • oProfessional contact with the general public
  • oCustomer services experience

  Desirable

  • oPrevious NHS experience

  Skills

  Essential

  • oIT and Microsoft office literate
  • oProblem solving skills
  • oGood organisational skills
  • oExcellent attention to detail

  Desirable

  • oSystmOne literate

  Communication

  Essential

  • oExcellent verbal and written communication skills
  • oAbility to work effectively as part of a diverse multi-disciplinary team

  Personal Attributes / Behaviours

  Essential

  • oEnthusiastic and motivated
  • oTeam player
  • oAble to work on own initiative
  • Committed to providing the best possible service to patients
  • Tact and diplomacy

  Other

  Essential

  • oAble to make own travel arrangements to other sites
  • Able to work shift patterns and weekends
  • Willing to travel to other sites

  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

  Norfolk Community Health and Care NHS Trust

  Address

  Wymondham Health Centre

  18 Bridewell Street

  Wymondham

  NR18 0AR

  
  

  Employer's website

  https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

  Employer details

  Employer name

  Norfolk Community Health and Care NHS Trust

  Address

  Wymondham Health Centre

  18 Bridewell Street

  Wymondham

  NR18 0AR

  
  

  Employer's website

  https://www.norfolkcommunityhealthandcare.nhs.uk (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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