Job summary
- Main area
- Admin
- Grade
- Band 3
- Contract
- Permanent: Part time considered
- Hours
- Full time
- Part time
- Job ref
- 301-SB-25-7259877
- Employer
- Midlands Partnership University NHS Foundation Trust
- Employer type
- NHS
- Site
- Great Wyrley Health Centre
- Town
- Great Wyrley
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 29/06/2025 23:59
- Interview date
- 08/07/2025
Employer heading
Track Administrator
Band 3
Job overview
2 full time vacancies (part time considered). Full time role consists of working 3 various days per week, 8am until 8pm, plus one weekend over a 4 week rota. Part time hours to be negotiated.
We are seeking an enthusiastic and self-motivated Track Administrator to join our dynamic team.
The successful candidate will be part of a team of administrators that receive referrals from several hospital Trusts in South West and South East Staffordshire for patients with complex needs who require ongoing support following hospital discharge.
The role includes processing referrals, tracking patients' progress and arranging the discharge of patients. Candidates will be expected to liaise with hospital staff, families and members of the multi-disciplinary team.
We need an energetic and driven person who can support the team and liaise as appropriate, with staff in acute and community settings to ensure safe and timely discharges.
The service currently operates a 7 day service through the hours of 8am to 8pm. The hours worked will include weekends and Bank Holidays.
This role requires an enthusiastic and innovative individual who possesses excellent administrative, communication and organisational skills. Candidates must have the ability to work autonomously and as part of the team and should be able to effectively time manage and prioritise multiple tasks.
Main duties of the job
The Track Administrator is required to effectively provide administrative support to assist in the delivery of safe and effective patient transfer and tracking within Discharge to Assess Services (D2A).
The Track team is responsible for information flow to the local health economy, and for the Track Function of the patient journey.
The post holder should be able to prioritise their own workload to ensure effectiveness and efficiency in delivering objectives whilst working with minimal supervision. Being proactive and able to demonstrate good organisational skills and excellent communication skills both in verbal and written correspondence. A confident telephone manner is essential.
The role will involve close working with health and social care staff within the triage function and an understanding of community Home First services is desirable. Knowledge of the principles of Discharge to Assess (D2A) is also desirable.
The post will be providing a 7 day a week service operating from 8am to 8pm, the post holder will work on a rota basis giving coverage across these hours, 7 days a week with potential to be part of an on call rota.
The role is varied and requires confidentiality, initiative, flexibility and capability of working under pressure and to deadlines.
Working for our organisation
By joining Team MPFT, you will be helping your communities and in return for this, we will support you by;
- Supporting your career development and progression
- Excellent NHS Pension scheme
- Generous maternity, paternity and adoption leave
- Options for flexible working
- Up to 27 days annual leave (increasing with service up to 33 days)
- Extensive Health and Wellbeing support and resources
- If you work in our community teams, we pay for your time travelling between patients
- Lease car if you complete more than 500 business miles per annum, fully insured and maintained (including tyres), mileage paid at lease car rate
- Salary sacrifice car - fully insured and maintained (including tyres), your gross pay is reduced by the cost of the vehicle before tax, NI and pension deductions are calculated, mileage paid at business rates
- Salary sacrifice bikes up to £2k
- Free car parking at all trust sites
- Free flu vaccinations every year
- Citizens Advice support linked with a Hardship Fund for one off additional support up to £250 (if the criteria is met)
We are proud to be a diverse and inclusive organisation and there is a choice of staff networks that help you meet like-minded people.
Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.
Please note, we may be required to close this vacancy early if we receive a high volume of applications
Detailed job description and main responsibilities
Key areas of responsibility
- Develop and maintain strong relationships with all partners, and members of the clinical triage team to support discharge and admission avoidance as the service dictates
- Manage relationships with and work alongside all partners associated with the Transfer of Care Function
- To effectively track the patient's journey from referral to discharge in a timely manner
- To be able to work closely and at pace, assisting other members of the Track administrative team to meet deadlines, sharing workload and providing cover for absences where necessary
- To provide a comprehensive administrative support service to the Team
- Use in house packages to maintain and monitor patient flow for audit purposes
- To assist with the induction of new staff
- To participate in service improvement programmes appropriate to the banding of the post
- To participate in Team meetings
- Arrange meetings, book venues as required
- Attend meetings to take minutes as required
- Any other duties commensurate with the post
Managing and using information
- Updates and maintains accurate information within shared local health economy patient tracking systems.
- Ensures data and reporting information is presented in a timely manner as required.
- Maintains confidentiality in line with MPFT policies and procedures
- Supports maintaining risk register, programme and project document library.
- Supports the recording of incidents, reviewing trend and recognising problems,
Audit, research and development
Undertakes basic audits, surveys related to project.
Person specification
Qualifications and Training
Essential criteria
- GCSE English grade C or above or equivalent experience
- ICT Qualification to the competency level of ECDL/CLAIT etc.
- NVQ Level 3 in Business Administration or equivalent qualification or equivalent knowledge gained through experience
- Evidence of continuous development and acquisition of new skills and knowledge
Experience
Essential criteria
- Experience of working within a hospital or community setting and have an understanding of Patient Flow – both admission avoidance and discharge
- Experience of working with clinical and none clinical staff and relationship management.
- Experience of using computer based information systems in an office environment.
- Ability and experience of using IT systems including Microsoft Office and have accurate and competent keyboard skills
- Experience in work planning, and prioritising
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Michelle Ball
- Job title
- Track Lead
- Email address
- [email protected]
- Telephone number
- 0300 303 0697
- Additional information
Adam Ray 0300 303 0697
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