Hospital at home administrator

Northern Care Alliance NHS Foundation Trust; Milnrow; On-site; GBP 18,000 - 24,000; Full time

Job summary

The Northern Care Alliance NHS Foundation Trust in Greater Manchester is seeking an organised administrator to join the Hospital at Home team. You will provide secretarial and administrative support, handle patient referrals, and maintain accurate records in SystmOne and Excel to support our 7-day service.

You will book interpreters, manage workload, and communicate calmly with clinical staff and external agencies while protecting patient confidentiality. NHS experience is desirable.

Qualifications

• Good level of education: 5 GCSEs A-C including English and Maths or equivalent
• ECDL Qualification or Equivalent, Experience of providing admin support to an individual or team
• Experience of working with the general public
• Good knowledge of Microsoft Office—in particular Teams, Outlook, Excel
• Experience of working with NHS Electronic systems
• Accurate and proficient IT and keyboard skills
• Good Communication skills Must be able to operate with sensitivity, empathy and respect of confidentiality
• Time management Skills
• Ability to work under pressure and deal with conflicting demands whilst achieving tight deadlines
• Ability to prioritise workload with minimal supervision
• Ability to follow written or verbal instructions accurately, Experience of working with NHS staff- Medical, Nursing & allied health professionals
• Experience of innovation and implementing improvements to office systems

Responsibilities

• Prioritising and planning own workload on a day-to-day basis with some direction
• Track all patients journey on SystmOne by maintaining accurate admission and discharge data
• Maintain an accurate database to capture and monitor client caseload (working with Excel spreadsheets and Teams)
• Book interpreters using the appropriate system for appointments or home visits if required
• Complete and submit patient referrals to internal/external services as requested from the clinical staff
• Contact and upscale to specialities, under the direction of the MDT to facilitate timely speciality response, escalating any issues to the coordinator
• Produce documents using appropriate software, as requested by the manager
• Make and receive telephone calls using courteous manner, whilst accurately and clearly transcribing, often complex messages
• Develop and maintain effective communication pathways with outside agencies
• Deal with, and respond to, enquiries from a variety of organisations and individuals in a sensitive and confidential manner
• Try to resolve queries relating to technology over the phone prior to escalating to clinical teams
• Confidential handling of patient information/data, which can be both complex and sensitive
• Ordering of stock and non-stock supplies/equipment
• General administration duties including photocopying and scanning where appropriate

Skills

Microsoft Office (Teams, Outlook,Excel

Communication skills

Time management

Confidentiality & empathy

Telephone communication/transcription

Education

Five GCSEs A-C including English and Maths

ECDL qualification or equivalent

Tools

NHS Electronic systems

Job description

The successful candidate will be a valued member of our friendly Hospital at Home team, working closely with the wider MDT to help keep our service running smoothly.Youll provide essential secretarial and administrative support, representing the team with a positive, professional approach and always maintaining confidentiality. A big part of the role involves admitting and discharging patients on SystmOne, making sure information is accurate and up to date to support our 7day service. Youll also keep spreadsheets and patient systems updated after MDT discussions and flag any concerns to the clinical team so we can act quickly and keep patients safe,

• Responsible for prioritising and planning own workload on a day-to-day basis with some direction.
• Track all patients journey on SystmOne by maintaining accurate admission and discharge data.
• Maintain an accurate database to capture and monitor client caseload (working with Excel spreadsheets and Teams).
• Book interpreters using the appropriate system for appointments or home visits if required.
• Complete and submit patient referrals to internal/external services as requested from the clinical staff
• Contact and upscale to specialities, under the direction of the MDT to facilitate timely speciality response, escalating any issues to the coordinator.
• Produce documents using appropriate software, as requested by the manager.
• Make and receive telephone calls using courteous manner, whilst accurately and clearly transcribing, often complex messages
• Develop and maintain effective communication pathways with outside agencies.
• Deal with, and respond to, enquiries from a variety of organisations and individuals in a sensitive and confidential manner.
• Try to resolve queries relating to technology over the phone prior to escalating to clinical teams.
• Confidential handling of patient information/data, which can be both complex and sensitive.
• Ordering of stock and non-stock supplies/equipment.
• General administration duties including photocopying and scanning where appropriate.

The NCA is committed to providing inclusive, accessible care and building a workforce that reflects the diverse communities we serve. We welcome applications from all backgrounds, identities and beliefs. We are proud supporters of the Armed Forces community and offer a guaranteed interview to eligible applicants who meet the essential criteria. As a Disability Confident Employer, we also guarantee interviews for disabled applicants who meet the essential criteria. Vacancies may close early where high application volumes are received or an internal redeployee is identified. For fixed-term roles, current NHS staff will be considered for secondments, while fixed-term contracts will be offered to external (non-NHS) applicants. If you are applying for a secondment, please discuss this with your line manager before applying. Any secondment offer will be subject to management approval and service needs. Where release cannot be supported, the secondment may unfortunately be unable to proceed.

• Good level of education:5GCSEs A-C including English and Maths or Equivalent experience
• ECDL Qualification or Equivalent, Experience of providing admin support to an individual or team
• Experience of working with the general public
• Good knowledge of Microsoft office- in particular Teams, Outlook, Excel
• Experience of working with NHS Electronic systems
• Accurate and proficient IT and keyboard skills
• Good Communication skills Must be able to operate with sensitivity, empathy and respect of confidentiality
• Time management Skills
• Ability to work under pressure and deal with conflicting demands whilst achieving tight deadlines
• Ability to prioritise workload with minimal supervision
• Ability to follow written or verbal instructions accurately, Experience of working with NHS staff- Medical, Nursing & allied health professionals
• Experience of innovation and implementing improvements to office systems

The Northern Care Alliance NHS Foundation Trust (NCA) provides hospital and integrated health and social care services to over one million people living across Greater Manchester. Our 20,000 colleagues care for people in hospital and in the community, working across Bury, Rochdale, Oldham, and Salford, to save and improve lives.As a large NHS trust we are committed to enhancing the health of our local population by delivering consistently high standards of care and collaborating closely with local authorities and key partners. We believe in our power and potential to make a difference and we are always looking for people who demonstrate our three core values - care, appreciate and inspire - to join our team.In return, we can offer you a job role with purpose and flexibility. The size and scale of the NCA means we can provide more challenge and opportunities so your career can always be moving in the right direction. By joining us you can also access a