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Job summary

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

Employer heading

NHS

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, problem solving and organisational skills and excellent 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

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

Detailed job description and main responsibilities

Main Duties & Responsibilities

  1. To receive and process telephone calls from referrers into services, using appropriate proformas and processes and to appropriately handle any queries regarding the services
  2. To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary
  3. 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
  4. To demonstrate good customer care and communication skills when communicating with the public and health / social care professionals
  5. To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy
  6. 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
  7. Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary
  8. Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members
  9. Filing and storage of patient notes in accordance with policies and procedures
  10. 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
  11. To be aware of the Trust and department lone worker policy and ensure it is implemented appropriately
  12. To receive and record messages for members of the teams
  13. 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
  14. 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
  15. To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints
  16. 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
  17. To be an active member of the training programme by the attendance at and participation in staff meetings, training sessions and external courses
  18. To participate in the staff appraisal scheme as an appraisee, maintaining a dynamic personal development programme (PDP)
  19. To demonstrate an awareness of clinical governance and risk management and apply to work situation
  20. 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

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

Experience

Essential criteria
  • Office experience in private or health sector
  • Professional contact with the general public
  • Customer services experience
Desirable criteria
  • Previous NHS experience

Skills

Essential criteria
  • IT and Microsoft office literate
  • Problem solving skills
  • Good organisational skills
  • Excellent attention to detail
Desirable criteria
  • SystmOne literate

Communication

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

Personal Attributes / Behaviours

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

Other

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

Employer certification / accreditation badges

Carers Friendly Tick award EmployersSunflower Hidden DisabilitiesApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderMindful employer.  Being positive about mental health.Care quality commission - OutstandingStep into healthArmed Forces Covenant Bronze AwardArmed Forces Covenant

Documents to download

Apply online now

Further details / informal visits contact

Name
Jenny Marum
Job title
Clinical Operations Manager
Email address
[email protected]
Telephone number
07805445789
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