Administrator in Stoke-on-Trent

This role is not eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn.

Our service is expanding and we are offering an exciting opportunity to support Staffordshire and Stoke on Trent Urgent Care needs for the Integrated Care Coordination for Urgent Care service based at Haywood Hospital, Stoke-on-Trent. Administrators will provide administration support and receive and action referrals.

Primary Aim

The primary aim of the Integrated Care Coordination (ICC) for Urgent Care is to be a single point of access to support patients to remain in their own home, preventing unnecessary admission to acute care and facilitating collaborative multidisciplinary team (MDT) management for patients closer to home.

Main Duties of the Job

• You will play an integral part of the team by providing effective and efficient call handling.
• You should be highly skilled in administration and demonstrate keen self‑management skills to enable an effective, high‑quality service.
• Support with preparation of all documentation, including agendas and minuting meetings.
• Collect and input statistical information as required and ensure that reports are delivered within timescales.
• Make bookings and cancellations (e.g., training places, rooms, interpreters).
• Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate person’s attention in a timely manner.
• Validate data from clinical systems to ensure high levels of data quality.
• Contribute to the collection and input of data required to support the outcomes for the service, including maintaining spreadsheets/databases where required.

Cover is required 7 days a week, 365 days a year, including weekend and out of hours work.

Working for Our Organisation

• Supporting your career development and progression.
• Excellent NHS Pension scheme.
• Generous maternity, paternity and adoption leave.
• Options for flexible working.
• Up to 27 days annual leave (increasing up to 33 days) and the opportunity to purchase additional leave.
• Extensive Health and Wellbeing support and resources.
• Travel expenses paid for community team work between patients.
• Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate.
• Salary sacrifice car – fully insured and maintained (including tyres), gross pay reduced by the vehicle cost before tax, NI and pension deductions are calculated, mileage paid at business rates.
• Salary sacrifice bikes up to £2k.
• Free car parking at all trust sites.
• Free flu vaccinations every year.
• Citizens Advice support linked with a Hardship Fund for one‑off additional support up to £250 (if criteria met).
• And more.

We are proud to be a diverse and inclusive organisation with staff networks to help you meet like‑minded people.

Please note, we may be required to close this vacancy early if we receive a high volume of applications.

Detailed Job Description And Main Responsibilities

Please see attached for the full details of the job description and person specification.

Please contact Katie Gregory for more information by emailing [email protected] to arrange a call or on Microsoft Teams.

Person Specification

Qualifications And Training

Essential Criteria

• Good standard of general education including English and Maths at GCSE Grade C or equivalent or Functional Skills (English and Maths) Level 2.
• RSA Stage III Word Processing / Text Processing or equivalent.
• ECDL/CLAIT IT qualification or equivalent.

Desirable Criteria

• NVQ/ Level 3 Business administration.

Experience

Essential Criteria

• Relevant experience in an administration support role including dealing with telephone enquiries / referrals in a timely manner.
• Previous experience of data input.
• Demonstrable ability to manage time effectively.

Desirable Criteria

• Experience of using Rio.
• Experience of dealing with sensitive / distressing issues.
• Administrative experience of working in a healthcare service.
• Previous call handler or equivalent experience.
• Customer Service Qualification.

Skills, Knowledge & Abilities

• Demonstrate the ability to prioritise workload in order to meet deadlines.
• Demonstrate an understanding of the importance of effective team working.
• Demonstrate an understanding of the importance of confidentiality.
• Demonstrate a high level of communication skills, both written and verbal.
• Excellent organisational skills and work on own initiative.
• Proficient in the use of Microsoft Office packages (Word, Excel, etc.).
• Provide training/advice to other team members on the use of computer packages.
• Standard keyboard skills.

Desirable Criteria

• Understanding of Information Governance, Data Protection, HCPC/NMC and Safeguarding children and vulnerable adults.

Personal Attributes

Essential Criteria

• Demonstrate a willingness to undertake further training and identify own development needs.
• Flexible and adaptable approach to work.
• Ability to travel if required.
• Ability to work on own initiative when required.
• Adheres and demonstrates trust behaviours.