WorkWell Norfolk SPOA and MDT Administrator

The Methodist Church in Britain; England; Hybrid; GBP 25,000 - 33,000; Full time

Job summary

WorkWell Norfolk is seeking an administrative coordinator to be the first point of contact for referrals to the SPOA. You will log and screen referrals, pass accepted cases to Work and Health Coaches, and assist with MDT meetings and minutes.

The role involves travel across Norfolk, occasional remote working, and handling sensitive information in a healthcare setting. Right to work in the UK is required.

Qualifications

• GCSE English and Maths at grade C/4 or above
• NVQ Level 3 in Business Administration or equivalent qualification or experience
• Evidence of continuing professional development

Responsibilities

• Receive, acknowledge and log referrals from every source and in every accepted format
• Check referrals are complete and prepare them for triage within one working day
• Carry out initial non-clinical screening and escalate risks to the Advanced Nurse Practitioner
• Allocate accepted referrals to Work and Health Coaches across six Norfolk neighbourhood areas
• Arrange warm handovers for referrals not suited to WorkWell and coordinate cross-border referrals
• Schedule MDT meetings and take accurate minutes
• Maintain participant records and update GP clinical records
• Administer fit notes and issue discharge letters and 12-week follow-up contacts
• Collect and validate mandatory data and prepare monthly/quarterly reports
• Support quarterly Clinical Triage Audit and maintain trackers/logs
• Answer SPOA calls and book rooms for joint assessments

Skills

Administrative experience

Data entry accuracy

Microsoft Word/Excel/Outlook

Telephone & written comms

Escalation awareness

Education

GCSE English & Maths

NVQ Level 3 in Business Admin

CPD evidence

Tools

SystmOne

EMIS

Job description

This fixed-term post sits within WorkWell Norfolk, a work and health service run by Norfolk Primary Care CIC, as first contact for its Single Point of Access. The postholder logs and screens referrals, passes accepted ones to a Work and Health Coach within a working day, and supports the MDT's meetings and records. The role involves regular travel across Norfolk, some remote working and contact with participants who have mental health needs. Visa sponsorship is not available, so applicants need the right to work in the UK.

What the job involves

• Receive, acknowledge and log referrals from every source and in every accepted format
• Check referrals are complete and prepare them for triage within one working day
• Carry out initial non-clinical screening, pass every referral to the Advanced Nurse Practitioner and escalat[?]e any risk immediately
• Allocate accepted referrals to Work and Health Coaches across six Norfolk neighbourhood areas, tracking contact and first assessment
• Arrange warm handovers for referrals not suited to WorkWell and coordinate cross-border referrals with the Suffolk SPOA
• Schedule MDT meetings, compile the case list with the MDT Chair and take accurate minutes
• Track MDT actions to completion and process onward referrals and signposting
• Maintain accurate participant records, apply SNOMED codes and update GP clinical records
• Administer fit notes (Med3) and issue discharge letters and 12-week post-discharge follow-up contacts
• Collect and validate mandatory DWP/DHSC management information and prepare monthly and quarterly reports
• Support the quarterly Clinical Triage Audit and maintain the service's trackers and logs
• Act as first point of contact for SPOA calls and emails and book rooms and joint assessments at neighbourhood sites

What’s required

Qualifications

• GCSE English and Maths at grade C/4 or above
• NVQ Level 3 in Business Administration or equivalent qualification or experience
• Evidence of continuing professional development

Experience

• Administrative experience in a healthcare, NHS, primary care or public sector setting
• Handling confidential, person identifiable information with discretion
• Managing a busy shared inbox, telephone line or referral queue to deadlines
• Minute taking and tracking actions from meetings
• Speaking with members of the public, including people who may be distressed or vulnerable
• Use of GP clinical systems (SystmOne and/or EMIS) and clinical coding

Skills & knowledge

• Organising a varied workload to daily deadlines
• High accuracy and attention to detail in data entry and routine reports
• Good IT skills in Microsoft Word, Excel and Outlook
• Clear, courteous and empathetic telephone and written communication
• Recognising when to escalating a concern and acting on it promptly

Checks & eligibility

• Right to work in the UK

Other

• Working independently and as part of a multidisciplinary team, staying calm under pressure

Nice to have

• AMSPAR or medical terminology qualification
• IT qualification (e.g. ECDL) or advanced Excel training, including pivot tables and lookups
• Information governance or data protection training
• Experience in a referral hub, SPOA, booking or triage administration team
• Collating data for contract monitoring or national data returns
• Working with VCFSE, Local Authority or DWP/Jobcentre Plus partners
• Experience supporting the set-up of a new service
• Knowledge of the relationship between work and health, and awareness of mental health barriers to services