Hub Allocator

Transformation Unit; Wymondham; Remote; GBP 26,000 - 27,000; Part time

Job summary

East of England Community Health and Care NHS Trust in Wymondham is seeking a Hub Admin Allocator (Band 3) to support Community Nursing teams across South Place with daily patient visit allocation. The role requires good IT, problem solving and organisational skills and excellent attention to detail.

You will work a rotating shift pattern over seven days, with the hub open 08:00–18:00 and some weekend work. Prior NHS experience is beneficial and a flexible approach is essential.

Qualifications

• GCSE or equivalent English and Maths, Grades A-C
• NVQ 3 Business Administration or equivalent experience.
• RSA II or equivalent Typing Qualification

Responsibilities

• Receive and process telephone calls from referrers into services using appropriate proformas and processes.
• Liaise with health professionals to triage referrals and route appropriately.
• Allocate patient appointments for Community Nursing and Therapy teams.
• Demonstrate excellent customer care when communicating with the public and health/professional colleagues.
• Recognise diverse needs and act with tact and diplomacy.
• Maintain information stored on the database daily and update patient records.
• File and store patient notes according to policies and procedures.
• Coordinate with intermediate care teams to ensure urgent referrals are timely.
• Follow lone worker policy and ensure safety procedures are applied.
• Receive and record messages for team members.
• Participate in team meetings and training; maintain PDP.
• Identify issues and suggest improvements to services.
• Monitor stock levels and budget awareness.
• Adapt to changing demands and flexible working patterns.
• Engage in training programmes and governance/risk management practices.
• Work a rotating shift pattern over seven days; hub open 0800–1800.

Skills

IT literacy

Organisational skills

Attention to detail

SystmOne literacy

Education

GCSE English & Maths (A-C)

NVQ 3 Business Administration

RSA II Typing Qualification

Job description

Main area Admin Grade Band 3 Contract 12 months (fixed term to cover Mat leave) Hours Part time - 22.5 hours per week (7 days per week ideally Monday, Wednesday and Friday. Weekend day 3hrs once every 4 weeks) Job ref 839-8377243-RB

Employer East of England Community Health and Care NHS Trust Employer type NHS Site Wymondham Health Centre Town Wymondham Salary £25,760 - £27,476 pro rata per annum Salary period Yearly Closing 06/11/2026 23:59 Interview date 19/11/2026

Hub Allocator

Band 3

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England.

Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong.

By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities.

Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process.

East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.

We welcome applications from people who share our values and can help us deliver outstanding care in our local community.

Please note, the selection processes at East of England Community Health and Care NHS Trust are in place to ensure we recruit candidates with the right values and skills, please be advised that the use of AI in applications are monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills.

Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future.

Job overview

Come and join our friendly and supportive team based in our Wymondham Hub in South Norfolk.

We have an opportunity for a Hub Admin Allocator to support our Community Nursing teams across South Place with daily patient visit allocation.

The role requires good IT, p roblem solving and organisational skills and e xcellent attention to detail.

Main duties of the job

To allocate patient appointments for the Community Nursing and Therapy teams.

To receive and process referrals and data into the service, using patient database, distributing information to other services / agencies as necessary.

To maintain good customer care when communicating with the public and health / social care professionals.

Working for our organisation

Detailed job description and main responsibilities

Main Duties & Responsibilities

• To receive and process telephone calls from referrers into services, using appropriate proformas and processes and to appropriately handle any queries regarding the services
• To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary
• To undertake a safe and efficient allocation service in the hub. To allocate patient appointments for the Community Nursing and Therapy clinicians following the set process, from the monthly planner, to the holding ledgers and finally into the live ledgers, whilst utilising relevant data to include geography, skill mix and staffing levels. Scrutiny of appointment detail against care plans that require performing will be undertaken to ensure a correct match and therefore preventing unnecessary visits
• To demonstrate good customer care and communication skills when communicating with the public and health / social care professionals
• To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy
• To demonstrate knowledge of available automated facilities for receiving referrals, finding and checking patient information and storage of information in accordance with policies and procedures
• Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary
• Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members
• Filing and storage of patient notes in accordance with policies and procedures
• To support and contact members of the intermediate care teams to ensure urgent referrals are dealt with within the appropriate response time by managing own time effectively and integrating this with the workings of the team
• To be aware of the Trust and department lone worker policy and ensure it is implemented appropriately
• To receive and record messages for members of the teams
• To be an active team member with shared responsibility for general housekeeping by prioritising your workload, identify and explore your own contribution to team working and contributing to the induction process of new members of staff
• To recognise any problems regarding the service, including any issues relating to quality and passing this and any constructive ideas on improvements to the service to the appropriate person
• To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints
• To be committed to working within a changing environment, responding positively to new demands and changes and willing to be flexible to the changing needs of the service
• To be an active member of the training programme by the attendance at and participation in staff meetings, training sessions and external courses
• To participate in the staff appraisal scheme as an appraisee, maintaining a dynamic personal development programme (PDP)
• To demonstrate an awareness of clinical governance and risk management and apply to work situation
• To work on a rotating shift pattern over a seven-day period. The hub is open all year round including Bank Holidays between the hours of 0800 and 1800.

Person specification

Qualifications

• GCSE or equivalent English and Maths, Grades A-C
• NVQ 3 Business Administration or equivalent experience.
• RSA II or equivalent Typing Qualification

Experience

• Office experience in private or health sector
• Professional contact with the general public
• Previous NHS experience

Skills

• IT and Microsoft office literate
• Good organisational skills
• Excellent attention to detail
• SystmOne literate

Communication

• Excellent verbal and written communication skills
• Ability to work effectively as part of a diverse multi-disciplinary team

Personal Attributes / Behaviours

• Enthusiastic and motivated
• Team player
• Able to work on own initiative
• Committed to providing the best possible service to patients
• Tact and diplomacy

Other

• Able to make own travel arrangements to other sites
• Able to work shift patterns and weekends
• Willing to travel to other sites

Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.

If you need this application in an offline format, please let us know.

Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.

Redeployment- Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register.

DBS- this post may be subject to a Disclosure and Barring Service (DBS) check.

Closing and Interview Dates-This vacancy may close early if sufficient applicants are received.

Data Protection-A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

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Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA.

In submitting an application, you authorise East of England Community Health and Care NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed.

ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!