Administrator - Central Data TeamNHS

Job summary

This role isnot eligible for visa sponsorship. If it is identified that you require sponsorship to undertake this role your application may be withdrawn

The Home First service provides home-based Recovery, Rehabilitation and Reablement (RRR) support for patients in Staffordshire. Demand for Home First comes predominantly from patients in bed based settings. If Home First do not have capacity to support patients with their own in-house care teams, they will request third-party support via Central Data Team Administrators.

Administrators monitor the IT system "CDT" for new requests for support, as well as a shared Outlook mailbox for updates on active requests. Administrators must coordinate between referring services, Home First teams and the third-party provider to ensure that every discharge is safe and timely.

Demand for Home First third-party agency support is extremely high, and Administrators must manage high volumes of requests, while maintaining the highest levels of accuracy in their communication through Outlook, Teams and on the phone.

Main duties of the job

• Monitor the CDT system for new Home First referrals requiring third-party agency support and ensure requests are actioned within agreed timescales. Respond to referrals promptly, update CDT accurately, and liaise with third-party providers to establish capacity, ensuring all relevant information is shared to support informed decision-making
• Prepare and send offer of care emails, ensuring details are accurate, stakeholders are included, and documentation is password protected and attached where required. Monitor shared Outlook mailboxes and Microsoft Teams channels, communicating changes to all relevant parties and updating CDT accordingly
• Maintain clear, accurate communication, seeking clarification when information is incomplete or ambiguous. Carry out routine system checks throughout the day to confirm actions have been completed and identify any outstanding tasks
• Complete end-of-day validation processes with third-party providers, confirming planned starters and addressing discrepancies to support safe patient discharges. Follow established procedures, identify deviations, and take appropriate action to restore compliance
• Escalate concerns and seek guidance from Senior Administrators when required. Participate in team huddles, contribute ideas for continuous improvement, and support the development of efficient processes that maintain patient safety. Undertake additional duties as directed to support the safe and effective coordination of third-party Home First services

Job description

To develop and maintain relationships with colleagues across the urgent care system.

To play an active role in the monitoring and improvement of performance within the organisation

Management of own workload to meet deadlines

Manage and maintain the Central Data Teams referrals inbox on a daily basis, checking e-mails and taking necessary action in a timely manner

Screen Transfer of Care documents for missing information, process accepted referrals as per the agreed process / SOP by inputting the referral into the Complex Discharge Tracker system (CDT)

Daily use of Complex Discharge Tracker (CDT) system to accurately input patient data onto the Waiting List

To carry out ad hoc data quality audits throughout the day on the CDT system, as required

Support the Central Data Team to develop the CDT system and roll out of developments

Act as a knowledgeable first point of contact for staff within the services and acting on messages as appropriate

Develop effective administrative systems/policies/processes to support efficient and effective running of the Central Data Team admin functions.

Liaise with external provider agencies to source care packages when demand exceeds the capacity available in-house; this will include sharing sensitive information around patient care.

Develop relationships with external provider agencies, and be an initial point of contact to resolve any issues or disputes, escalating where required

Monitor data quality, and provide feedback to the Senior Analyst & Team Lead

Provide comprehensive administrative support to the Central Data Team as required

To assist with the production of reports in relation to activity information related to Home First, Discharge Hubs, and wider systems where appropriate

To support with data quality checking and validation of complex data by running reports and escalating errors to line manager

Arranging meetings and room bookings for the Central Data Team, as required

Attend team meetings; participate in continuous quality improvement

To provide cover for colleagues in the event of absences

To assist with the induction of new staff

Any other duties commensurate with the post

Central Data Team third-party agency support is a seven day service working 8am to 8pm Monday to Friday, and 8am to 4pm at weekends. Central Data Team Administrators will be expected to be available to work within these times on a rolling rota; the exact details to be determined on appointment.

About us

Come and work with us at our award-winning NHS Trust, leading the way for trying new and better ways of working to help improve life for our local communities.

We have around 9,000 staff who provide physical and mental healthcare, support for people with learning disabilities, and adult social care across Staffordshire, Stoke-on-Trent, Shropshire, and Telford & Wrekin. We also run regional and national services, including help for new parents (perinatal care), eating disorders, forensic services, sexual health, and support for people in prison with mental health, drug, or alcohol problems.

We offer great career development for both clinical and non-clinical roles, with ongoing training and support to help you learn and grow.

We are 'United in our Uniqueness' and committed to creating a workplace where everyone feels welcome and can be themselves, no matter their background or identity. We want our staff to feel supported and valued, and we aim to build a team that reflects the communities we serve. Together, we can make sure every voice is heard, and every difference is respected.

Please note, we may close this vacancy early if we receive a high volume of applications

Please note: If you use Artificial Intelligence (AI) as part of your application, we encourage you to review the Trust's guidance on the use of AI within the recruitment process. Further information can be found on Join Us :: Midlands Partnership University NHS Foundation Trust or www.mpft.nhs.uk/joinus