Operational Hub Administrator

Job overview

We are excited to be entering a new chapter as Norfolk Community Health and Care NHS Trust and Cambridgeshire Community Services NHS Trust have come together to form East of England Community Health and Care NHS Trust, one of the largest community health providers in England, serving communities across Bedfordshire, Cambridgeshire, Luton, Milton Keynes, Norfolk, Peterborough and Suffolk.

Our Single Point of Contact (SPoC) Operational Hub plays a vital role in supporting patients, carers and healthcare professionals by coordinating access to community nursing and therapy services across Norfolk. As a Band 3 Operational Hub Administrator, you will be one of the first people patients and professionals speak to when accessing community services.

Working within a busy and supportive team, you will answer calls, process referrals, maintain accurate records and help ensure information reaches the right clinical teams safely and efficiently. This role is ideal for someone with excellent customer service skills, compassion, attention to detail and the ability to remain calm when dealing with sensitive or urgent situations.

This vacancy is being offered as a 9-month fixed term contract to provide maternity cover, working 37.5 hours per week. The service operates Monday to Sunday, 07:30–18:30, 365 days a year, including Bank Holidays. Weekend and Bank Holiday working forms part of the rota, with appropriate NHS enhancements paid.

Main duties of the job

Handle incoming telephone calls, emails and other communications from patients, carers and health and social care professionals; receive and process referrals into the service; identify anything urgent and ensure it is escalated appropriately; maintain accurate records on the relevant systems; liaise with community nurses, therapists and other colleagues to support safe triage and timely onward action; and signpost callers to other services when appropriate.

You will play an important part in the day-to-day coordination of community services, helping to make sure people are directed to the right team at the right time. The role requires excellent communication, sound judgement, strong administration skills and a genuine commitment to providing a helpful, professional and compassionate experience for every caller.

Detailed job description and main responsibilities

• To act as one of the first points of contact for the service, managing a busy and varied workload of telephone and electronic enquiries from patients and health and social care professionals, providing a professional, calm and compassionate response at all times, and ensuring accurate messages are actioned or passed to the appropriate person promptly.
• To provide clear, helpful and non-clinical information within the scope of the role, adapting communication to individual needs and using tact, empathy and judgement when supporting callers who may be anxious, upset, distressed or unsure about the service or next steps.
• To receive, register and process referrals into the service, including urgent referrals, ensuring they are recorded accurately on the relevant systems and escalated to the appropriate clinical team for triage and onward action in line with local processes, protocols and service priorities.
• To support the safe coordination of community nursing and therapy access by prioritising urgent work, monitoring service queues and waiting lists where appropriate, identifying delays or potential problems early, and escalating concerns so that people can access the right care at the right time.
• To maintain accurate, up-to-date and confidential patient and service records across the relevant telephony, referral and patient record systems, ensuring information is entered within required timescales and in accordance with trust procedures, information governance and data protection requirements.
• To work collaboratively with clinical and administrative colleagues to support service continuity, contribute to service improvement, and help maintain a responsive single point of contact service across its operating hours, including weekends and bank holidays where required by the rota.
• See job description for the full range of duties, responsibilities and person specification requirements.