Community Administration Advisor

Calderdale and Huddersfield Solutions Ltd; Halifax; Hybrid; GBP 26,000 - 27,000; Part time

Job summary

Calderdale and Huddersfield NHS Foundation Trust is seeking Community Administration Advisors to support our community nursing teams in Calderdale. The role requires strong IT skills, excellent communication, and the ability to manage referrals in a busy office.

The post includes 28 hours per week with part-time and flexible working options. The position is based on site with potential for flexible arrangements and pro rata salary of £25,760–£27,476 per annum.

Qualifications

• NVQ 2 / Customer Service and GCSE English/Maths required.
• Word Processing RSA II or equivalent experience.
• ECDL or equivalent.
• Evidence of risk assessment training/awareness.
• Commitment to ongoing training and development.

Responsibilities

• Coordinate and prioritise referrals into community nursing and specialist nursing services.
• Provide service users with basic clinical information and patient pathways.
• Communicate effectively with clinical staff to ensure timely referrals and action.
• Use patient information systems to record referrals, assessments and care requirements.
• Maintain confidentiality and work autonomously to meet deadlines.

Skills

Excellent keyboard skills

Strong team working skills

Excellent written and verbal skills

Education

NVQ 2 / Customer Service

GCSE English Language & Maths

Word Processing RSA II

ECDL or equivalent

Good standard of general education

Evidence of risk assessment training/awareness

Commitment to ongoing training and development

Tools

Cerner

SystmOne

Job description

Main area Administrative Grade NHS AfC: Band 3 Contract Fixed term: 12 months (Maternity covered) Hours

• Part time
• Flexible working

28 hours per week (Up to 28 hours per week) Job ref 372-COM2756-B

Employer Calderdale and Huddersfield NHS Foundation Trust Employer type NHS Site 4th Floor, Bowling Mill Town Halifax Salary £25,760 - £27,476 per annum, pro rata Salary period Yearly Closing 03/09/2026 23:59 Interview date 10/09/2026

Calderdale and Huddersfield NHS Foundation Trust (CHFT) are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics.

We are committed to recruiting to our values. Leading One Culture of Care underpins our values by creating an environment, tone and behaviours across all parts of the Trust that are fundamentally rooted in compassionate care.

We are open to considering a wide range of flexible working arrangements. There are opportunities to flex the days of the week, hours and times of work and place of work including: part-time, job-share, flexible working hours and the possibility to work from home when appropriate. Please talk to us during the interview process to discuss any flexibility that you may require.

We received our Silver Award from the Defence Employer Recognition Scheme which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we provided its statement of intent to support all Defence personnel and we welcome application to work for us.

Our Future Plans

The Department of Health and Social Care has awarded capital funding to invest in local health services at both Calderdale Royal Hospital and Huddersfield Royal Infirmary. This is a significant investment and an opportunity to enhance services for our populations in Calderdale and Huddersfield and West Yorkshire for generations to come. To find out more, please visithttps://future.cht.nhs.uk/

Job overview

We are looking to recruit Community Administration Advisors to support our community nursing teams based in Calderdale.

This role involves 7 day working including Bank Holidays

You will need to be able to display excellent IT knowledge and skills, communication skills, the ability to listen, problem solve and have attention to detail skills using a range of electronic information.

The role is office based supporting the Specialist Nursing service and District Nursing Team.

• To provide a ‘customer focused service’, maintaining a professional manner; including when difficult situations arise
• Co-ordinate and prioritise referrals into community nursing and specialist nursing services from both the acute setting and primary care
• Provide highly skilled telephone advice and support to patients and carers who may have complex conditions, via telephone advice calls
• Work proactively to support the clinical teams, within an extremely busy office environment
• With a good knowledge of IT skills using a suite of patient information systems, (SystmOne, EPR, Datix, Health Roster); to record referrals, assessments and care requirements in a timely and factual way
• Prioritise clinical appointments for service users
• Order and receive clinical supplies, including stock taking where necessary

Main duties of the job

• Provide service users with basic clinical advice regarding their health care needs and information regarding patient pathways
• To communicate effectively and in a timely manner, with relevant clinical staff and other CAA colleagues; to ensure referrals are actioned within the appropriate time frame
• Escalate, where appropriate urgent referrals and care needs of service users.
• Track progress of service users through referral, assessment, review and discharge
• Provide service users with basic information regarding their prescriptions and medication
• Responsible for the issuing and re ordering of prescriptions for nurse prescribers
• Maintain and distribute documents, including reports, spreadsheets and databases and participate in service audits where applicable.
• Ensure staff rotas are up to date and accurate, and distribute as appropriate
• Ability to work autonomously, plan, prioritise and organise own workload, whilst meeting the specific deadlines of the team

Working for our organisation

Calderdale and Huddersfield NHS Foundation Trust is an exceptional place to work with many amazing teams of hard working and dedicated staff, delivering high standards of patient care. We have made significant changes in the way we work to meet the challenges of the changing NHS.

This as an exciting time for our continuing development and we are ensuring that the organisation is fit for purpose by introducing and embedding new skills and behaviours.

Detailed job description and main responsibilities

• To co-ordinate and prioritise referrals received into community nursing and specialist nursing services
• To provide a ‘customer focused service’, maintaining a professional manner; including when difficult situations arise
• Provide service users with basic clinical advice regarding their health care needs and information regarding patient pathways
• To communicate effectively and in a timely manner, with relevant clinical staff and other AHCA colleagues; to ensure referrals are actioned within the appropriate time frame
• Escalate, where appropriate urgent referrals and care needs of service users.
• Use a suite of patient information systems, (SystmOne, EPR, Datix, Health Roster); to record referrals, assessments and care requirements in a timely and factual way
• Track progress of service users through referral, assessment, review and discharge
• Prioritise clinical appointments for service users
• Provide service users with basic information regarding their prescriptions and medication
• Responsible for the issuing and re ordering of prescriptions for nurse prescribers
• Maintain and distribute documents, including reports, spreadsheets and databases
• Participate in service audits where applicable
• Order and receive clinical supplies, including stock taking where necessary
• Ensure staff rotas are up to date and accurate, and distribute as appropriate
• Ability to work autonomously, plan, prioritise and organise own workload, whilst meeting the specific deadlines of the team
• Maintain strict confidentiality in conjunction with the Data Protection Act
• Be willing to work flexibly

Person specification

QUALIFICATIONS / TRAINING

• NVQ 2 / Customer Service
• GCSE English Language & Maths or equivalent
• Word Processing RSA II or equivalent experience
• ECDL or equivalent
• Good standard of general education
• Evidence of risk assessment training/awareness
• Commitment to ongoing training and development

KNOWLEDGE, EXPERIENCE & EXPERTISE

• Excellent written and verbal skills
• Ability to prioritise own workload within a busy office setting
• Excellent keyboard skills and use of Microsoft packages including Word, Excel and Outlook
• Experience in undertaking audits
• Proven experience of working as part of a team in an office/health care setting
• Experience of working within the primary care/community health care setting
• Experience of working within the NHS.
• Knowledge of IT system e.g. Cerner, SystmOne
• Experience of working with patients with complex needs and their carers
• Experience of working with the public

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

• Strong team working skills
• Ability to work under pressure
• Flexibility
• Articulate, calm, polite and well-motivated with a positive attitude to customer care.
• Ability to follow agreed protocols, seeking help appropriately, particularly around unforeseen circumstances.

Our vision is to provide One Culture of Care for one another in order that we can provide compassionate care for the people who use our services. We are passionate about creating a workplace where we work together to get results, encouraging colleagues to have their say, in order to co create the change we want to see. We take pride in the diversity of our workforce that’s why we encourage applications from all. Reasonable adjustments will be made for disabled applicants.

We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. It’s important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.

Candidates who require a Skilled Worker visa to work in the United Kingdom can determine the likelihood of obtaining a Certificate of Sponsorship for this position by assessing their circumstances against the criteria specified on theCheck if you need a UK visa - GOV.UK website. We encourage all applicants to review these criteria carefully to understand their eligibility for sponsorship.

If you are appointed to a post, information will also be transferred into the NHS Electronic Staff Records system. The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and following interview your previous NHS employment data, if applicable will be transferred from your current /most recent employer.

You may be required to undertake a DBS. The Trust will administer the DBS check on your behalf and will recover the cost (Enhanced £54.40, Standard £26.40 or Basic £26.40) from your salary when you commence in post (including Internal staff). You will also be required to participate in the DBS Update Service and pay the £16 cost per year. This is a condition of your employment.

CHFT is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Angela Wallace Job title Coordinator for District Nursing Admin Team Email address [e-mail] Telephone number 07919 362215

At Calderdale and Huddersfield NHS Foundation Trust, we are excited to offer a range of volunteering roles, providing rewarding personal and professional opportunities for people from all backgrounds across a wide age range from our local communities, ensuring our volunteers are representative of our service users.