Administration Coordinator

Job summary

Please note this post is internal to North Cheshire and Mersey employees.

We are seeking a dynamic and forward-thinking Band 4 Administrative Coordinator to join our Neurodevelopmental Pathway (NDP) team. In this vital role, you will act as the administrative backbone of our service, coordinating complex administrative processes and managing patient pathways to ensure our clinics run smoothly. This is a challenging but deeply fulfilling environment where your daily work directly impacts the care and experience of children, young people, and their families.

As our administrative coordinator, you will track and manage patient journeys from initial referral all the way through to final discharge. You will act as the primary point of contact for families, clinicians, and external agencies, making outstanding communication skills essential. Your role will also involve supporting multidisciplinary team meetings by supporting the NDP coordinator in preparing agendas, taking accurate minutes, and tracking critical action items as well as completing daily administrative tasks and accurately managing waiting lists.

If you think you have the right skill set, and you have a passion for getting it right first time then wed like to hear from you.

Main duties of the job

Job Purpose:

To be responsible for the day-to-day provision of comprehensive administrative support to the directorate/clinical services and associated health professionals; the post holder will actively participate and contribute to the development of the service;

Supervision of all administrative/secretarial staff within defined parameters.

Responsible for ensuring the delivery of high quality, patient centred administration services.

Support the administration team to act as a point of contact for families, ensuring easy access to appropriate information from administrative staff

Support the administration team to organise additional needs panel dates and room bookings and ensure all attendees are aware of cases being discussed prior to meetings and have received all the appropriate case information.

To ensure all paperwork required for panels is available for the meetings.

To ensure the process for recording decisions and outcomes achieved is implemented by the administrative staff attending panel meetings, using a suitable electronic template.

To support effective communication with families and other agencies by ensuring health support plans and reports are in one typed template.

To support data management by identifying where diagnosis codes have not been entered onto SystmOne and ensuring these are actioned

About us

Flexible working will be considered for all roles.

North Cheshire and Mersey NHS Foundation Trust (NCM) serves more than one million residents across the Halton and Warrington boroughs and the wider North West region.

Bringing together community and out-of-hospital services (formerly provided by Bridgewater Community Healthcare) with inpatient and elective care (formerly Warrington and Halton Teaching Hospitals) we provide services at two hospital sites and more than 70 community hubs and facilities.

Our mission, vision and values are at the heart of North Cheshire and Mersey NHS Foundation Trust (NCM).

They underpin everything we do and everything we aspire to be as an organisation.

Our mission

We will be exceptional for our patients, our communities and each other

Our vision

We will be a great organisation providing excellent healthcare and opportunities to work and learn

Our values

• Kind: We are caring, supportive and respectful to everyone
• Open: We are honest, transparent and open to new ways of working
• Fair: We listen, value our differences and are inclusive to all
• One team: We work well together and with our communities

Details

• Date posted: 10 July 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Permanent
• Working pattern: Full-time, Flexible working
• Reference number: C9835-HC26-072
• Job locations: Child Development Centre, Crow Wood Lane, Widnes, WA8 3NA, United Kingdom

Job responsibilities

Job Purpose:

• To be responsible for the day to day provision of comprehensive administrative support to the directorate/clinical services and associated health professionals; the post holder will actively participate and contribute to the development of the service;

• Supervision of all administrative/secretarial staff within defined parameters.

• Responsible for ensuring the delivery of high quality, patient centred administration services.

• Support the administration team to act as a point of contact for families, ensuring easy access to appropriate information from administrative staff

• Support the administration team to organise additional needs panel dates and room bookings and ensure all attendees are aware of cases being discussed prior to meetings and have received all the appropriate case information.

• To ensure all paper work required for panels is available for the meetings.

• To ensure the process for recording decisions and outcomes achieved is implemented by the adminisative staff attending panel meetings, using a suitable electronic template.

• To support effective communication with families and other agencies by ensuring health support plans and reports are in one typed template.

• To support data management by identifying where diagnosis codes have not been entered onto SystmOne and ensuring these are actioned

• To ensure health submissions for Education Health and Care Plans and Child in Care (CIC) reports are submitted to the Local Authorities in the appropriate time scales

• To support the NDP Coordinator/Team Leader in developing a central booking system to have an efficient approach to appointment management

• To support the administration team to request Health Visitors / other health professionals attendance at childrens medical appointments where required

• To work using own initiative, without direct supervision, with support/ advice available from line manager if required

• To deal with complaints/queries to the service with tact and sensitivity and be first point of contact

• Ensure effective communication mechanisms and procedures are in place to meet the needs of services and their patients

• Deputise for NDP Coordinator/Team Leader as appropriate

Duties and Responsibilities:

• To supervise the admin/secretarial staff on a day to day basis in accordance with Trust policies.

• To prioritise the admin/secretarial workload and delegate work appropriately ensuring that time scales are met.

• To ensure that each services/venue is appropriately staffed on a day-to day basis. Rostering of staff to ensure adequate skill mix

• To liaise with multi agencies teams and stakeholders regarding administration issues.

• Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to attendance, including sickness, absence, annual leave and study leave. To undertake return to work interviews and refer to Occupation health as required

• Assist the NDP Coordinator/Team Leader in implementing Trust policy as relating to capability and discipline , including participation in staff development plans , informal conduct agreements

• Assist the NDP Coordinator/Team Leader with recruitment and selection, including reviewing of applications and interviews

• To undertake personal development reviews and support staff where training issues have been identified,

• Ensure staff compliance with all statutory and mandatory training

• To be responsible for signing the time sheets for temporary/agency /bank staff

• To act as communication link between NDP Coordinator/Team Leader and staff and to make management aware of any on-going service issues and identify any potential problems

• To support the NDP Coordinator/Team Leader with any administration projects, including the development, implementation and reviewing of new systems; capacity and demand planning

• To hold monthly meetings with staff groups to cascade team brief information and to ensure that all new policy and procedural information is understood and implemented throughout the departments. To undertake staff 1:1s.

• To deputise for NDP Coordinator/Team Leader at meetings as appropriate

• Ability to deal with sensitive and distressing information.

• To be responsible for the collection of activity and waiting time figures on behalf of Trust

• To act as Super User for electronic patient booking systems.

• To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system

• To ensure compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises;

• To carry out work place assessments to meet Health and Safety standards as required

• To ensure that security arrangements at Trust premises are adhered to.

• To ensure that staff report any faults, or building defects to the Facilities management Helpdesk

• To ensure that the asset register for facilities management is updated and maintained

• Responsible for ensuring the timely submission of requisitions and year end statistics.

• Act as authorised signature for petty cash, postage stamps ensuring all standard financial instructions are adhered to.

• To ensure that inductions are carried out for all new members of staff and service users who may work within the post holders services i.e. that includes fire procedures, facilities of the building and general rules and procedures within that location have been completed.

• To adhere to Bridgewater policies and propose changes to working practices for own area;

• As a last resort, due to shortfall/absence in administrative support, to give administrative assistance at site locations as required to ensure business continuity

• To undertake delegated duties commensurate with the banding.

This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after consultation with the post-holder to meet the changing needs of the organisation