Business Administrator in Uttoxeter

Responsible to: Referrals Manager / Director of Business Development

Location: Uttoxeter, with hybrid working (some days per week working from home) and some travel to other sites required

Salary: To be confirmed

Main purpose of the role:

The Business Administrator plays an important role in supporting the Referrals and Business Development function at Resicare Alliance, helping to ensure that every child/young person/adult referred to the organisation is processed accurately, efficiently, and in a timely manner. You will provide day-to-day administrative support to the referrals team, helping to manage incoming referral information, maintain accurate records, and support the smooth running of referral and placement processes, including liaising with internal teams and Local Authorities as required.

Our Values and Ways of Working:

We expect our Business Administrators to act with professionalism, integrity, and discretion at all times, recognising the critical importance of confidentiality, accuracy, and trust when handling referrals and sensitive information. Our referrals team is approachable, solution-focused, and committed to delivering a responsive, efficient, and high-quality service to all stakeholders. We value individuals who demonstrate accountability, fairness, and a positive attitude, while continuously seeking opportunities to improve referral pathways, processes, and outcomes. We work collaboratively across clinical teams, departments, and external partners, promoting clear communication, consistency, and a patient-centred approach that supports both service users and organisational objectives.

Key Responsibilities:

• Provide day-to-day administrative support to the Referrals and Business Development team, including diary management, correspondence, and general office administration.
• Accurately log, process, and update incoming referral information received via email, telephone, and online portals, under the guidance of the Referrals Manager.
• Prepare and format documentation, including Expressions of Interest (EOIs), offer letters, and referral packs, for review and sign-off by the referrals team.
• Maintain and update referral and placement records on the Gold Vision CRM system, ensuring data is accurate, complete, and kept up to date.
• Support the collation and verification of documentation required to support safe and compliant placement decisions.
• Schedule and coordinate internal and external meetings, including preparing agendas, taking minutes, and circulating actions.
• Maintain accurate filing systems, both electronic and paper-based, in line with confidentiality and data protection requirements.
• Respond to routine internal and Local Authority queries in a professional and timely manner, escalating more complex matters to the Referrals Manager as appropriate.
• Assist with the production of accurate and timely reports and management information as requested.
• Support general office functions, including managing post, ordering stationery, and coordinating office supplies.
• Provide administrative support for team meetings, training sessions, and supervisions, including room bookings and preparation of materials.
• Attend team meetings and relevant training to support personal development and consistency of practice within the team.
• Build positive working relationships with Commissioning Officers, Placement Teams, and other external stakeholders as needed to support the referrals process.
• Develop and maintain effective working relationships across internal teams to support smooth service delivery and collaboration.
• Travel to other sites as required to support the team, attend meetings, and assist with administrative tasks on location.
• Support the wider team with ad hoc administrative tasks and projects as required.
• Handle all referral and placement information accurately and promptly, supporting the team in prioritising the best interests of children, young people, and adults.
• Act as a positive and proactive team member, contributing to a supportive, collaborative, and engaging working culture.

Person Specification:

• Strong administrative and organisational skills, with excellent attention to detail.
• Confident IT skills, including proficiency in Microsoft Word, Excel, and Outlook, with the ability to learn CRM and database systems (training provided).
• Ability to manage a varied workload and prioritise tasks effectively to meet deadlines.
• Excellent written and verbal communication skills, with the ability to adapt style for different stakeholders.
• Able to handle sensitive and confidential information with discretion, in line with data protection requirements.
• Professional and approachable when engaging with colleagues, external partners, and senior stakeholders.
• Reliable, flexible, and willing to travel between sites when required.
• A positive, proactive, and team-focused approach to work.
• Values-driven, demonstrating alignment with organisational ethos and commitment to high-quality, person-centred outcomes.
• Previous administrative experience, ideally within a care, referrals, or business support environment, is desirable but not essential—full training will be provided.

This job description provides a strong overview of the role but is not exhaustive. The post holder may be required to undertake additional duties appropriate to the level of the role and evolving needs of the organisation.