Hub Administrator

Confidential; Belfast City District; On-site; GBP 17,000 - 19,000; Full time

Job summary

Confidential in Belfast is seeking a Hub Coordinator to join a leading charity. This full-time, temporary position covers coordinating services across a geographical area, leading the referral process, and booking care, with a strong emphasis on accurate data input and system updates.

You will work alongside Senior Coordinators and clinical staff to ensure smooth hub operations, manage daily rotas, and liaise with staff and referrers to confirm care packages.

Qualifications

• Previous experience in a similar role in a customer service environment.
• IT proficient with Word, Excel, Email and Internet.
• Experience producing management and statistical reports.
• Excellent written and verbal communication with stakeholders at all levels.
• Ability to manage and prioritise a busy workload.

Responsibilities

• Maintenance of the daily rota which supports the allocation of staff.
• Confirming changes to rotas directly with staff and managing these changes on the systems.
• Direct liaison/negotiation with staff regarding their ability to cover shifts when they are not on the formal rota.
• Using the Robotic Process Automation system to add referrals into eCommunity and EMIS/SystmOne.
• Input of new customer details to systems ensuring that all key information is accurate and available to the staff.
• Updating information on systems provided by staff as required.
• Communication with customers regarding care provision via telephone. Liaising with referrers to check care packages are in place prior to offering those into care.
• Being responsible for identifying and highlighting rapid discharge and emergency referrals to the Hub Manager & staff.
• Responsibility for ensuring that all the above is clearly documented on Systems so there is no doubt or confusion relating to the status of the care and that all notes are of a high standard to support potential audits.
• Supporting the management of a prioritised caseloads for all services with clinical colleagues.
• Undertaking general administration of the electronic systems, to ensure that accurate records are maintained.
• Coordination of clinical service based on priority and handovers.
• Following discussion with the Senior Coordinator/ Hub Manager allocation of staff to patients.
• Prioritisation to ensure continuity of care and efficient deployment of available staff in line with procedures, standards and processes.
• Calculating the shift and travel time to ensure that staff have minimal down time and optimum numbers of patients receive care.
• Communication regarding confirmation of visits booked.
• Communication with referrers regarding confirmation of visits booked.

Skills

Customer service

Communication

Time management

Data entry

Office software

Tools

Microsoft Word

Microsoft Excel

Email

Internet

Job description

Hub Coordinator

A leading and reputable charity based in Belfast, are currently seeking a Hub Coordinator to join their team.

This is a Full-Time, Temporary Position (initially for 1-3 months).

Hours of work: Monday to Friday (with varying shift patterns of 8am - 4pm, 10am - 6pm

With an hourly rate of £12.95 per hour

Job Purpose:

You will be responsible for acting as a first point of contact for all Services across a geographical area from the local coordination Hub. You will lead and support the referral process, co-ordination and booking of care as required, ensuring data and information is accurately inputted into operational and clinical systems. You will work alongside the Senior Co-ordinators in order to ensure the smooth running of the co-ordination hub and will also work alongside and liaise with clinical support & management staff as well as, customers.

Essential Criteria:

• - Previous experience within a similar role and of working within a customer service environment.
• - IT proficient with the knowledge and use of Microsoft Office Word, Excel, Email and Internet.
• - Experience of producing management and statistical reports.
• - Excellent communication skills both written and verbal - with the ability to communicate with stakeholders at all levels.
• - Ability to manage and prioritise a busy workload.

Main Duties and Responsibilities:

• - Maintenance of the daily rota which supports the allocation of staff. This includes responsibility for monitoring and highlighting the utilisation of each service to higher staff and management.
• - Confirming changes to rotas directly with staff and managing these changes on the systems.
• - Direct liaison/negotiation with staff regarding their ability to cover shifts when they are not on the formal rota.
• - Using the Robotic Process Automation system to add referrals into eCommunity and EMIS/SystmOne.
• - Input of new customer details to systems ensuring that all key information is accurate and available to the staff.
• - Updating information on systems provided by staff as required.
• - Communication with customers regarding care provision via telephone. Liaising with referrers to check care packages are in place prior to offering those into care.
• - Being responsible for identifying and highlighting rapid discharge and emergency referrals to the Hub Manager & staff.
• - Responsibility for ensuring that all the above is clearly documented on Systems so there is no doubt or confusion relating to the status of the care and that all notes are of a high standard to support potential audits.
• - Supporting the management of a prioritised caseloads for all services with clinical colleagues.
• - Undertaking general administration of the electronic systems, to ensure that accurate records are maintained.
• - Coordination of clinical service based on priority and handovers.
• - Following discussion with the Senior Coordinator/ Hub Manager allocation of staff to patients.
• - Prioritisation to ensure continuity of care and efficient deployment of available staff in line with procedures, standards and processes.
• - Calculating the shift and travel time to ensure that staff have minimal down time and optimum numbers of patients receive care.
• - Communication regarding confirmation of visits booked.
• - Communication with referrers regarding confirmation of visits booked.