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Administrator - Central Data Team
Midlands Partnership NHS Foundation Trust View all jobs
Posted 14 hour(s) ago
Reference: 2462004
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 If it is identified that you require sponsorship to undertake this role your application may be withdrawn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
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
Details
Date posted
30 October 2026
Pay scheme
Agenda for change
Band
Band 3
Salary
£25,760 to £27,476 a year PA
Contract
Permanent
Working pattern
Full-time
Reference number
301-ZR-26-8369499
Job locations
Lancaster Building
23 Ironmarket
Newcastle-under-Lyme
ST5 1RH
United Kingdom
Job description
Job responsibilities
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.
Job description
Job responsibilities
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.
Person Specification
Qualifications
Essential
- English and Mathematics GCSE grade C or equivalent
- Word processing RSA III, CLAIT or equivalent qualification / experience
Experience
Essential
- Experience of Data input
- Experience of working within a NHS or health sector organisation
- Developing administrative systems to ensure effective running of office environment
- Previous experience of working in a deadline driven environment.
- A sound working knowledge of Outlook and calendar management
- Evidence of effective team working to deliver and improve services
Skills
Essential
- Good working knowledge of computer applications, e.g. Microsoft Office packages (Teams/Word/Excel/PowerPoint/Outlook)
- Ability to interpret data, quality check, create reports and communicate findings to manager
- Ability to undertake audits and reports
- Able to demonstrate the use of evidence when decision making
- Ability to maintain high levels of accuracy when inputting in a fast paced environment.
- Ability to work as part of a multi-disciplinary team
- Ability to build effective relationships with key individuals both internally and external to the organisation.
- Ability to communicate effectively at all levels using Teams, e-mail, telephone or in person
- Ability to manage confidential and business sensitive information.
- Understanding of good communication practices and record keeping
Desirable
- Knowledge of CDT systems
- Utilisation of databases and spreadsheets to produce information which is valid and reliable
Person Specification
Qualifications
Essential
- English and Mathematics GCSE grade C or equivalent
- Word processing RSA III, CLAIT or equivalent qualification / experience
Experience
Essential
- Experience of Data input
- Experience of working within a NHS or health sector organisation
- Developing administrative systems to ensure effective running of office environment
- Previous experience of working in a deadline driven environment.
- A sound working knowledge of Outlook and calendar management
- Evidence of effective team working to deliver and improve services
Skills
Essential
- Good working knowledge of computer applications, e.g. Microsoft Office packages (Teams/Word/Excel/PowerPoint/Outlook)
- Ability to interpret data, quality check, create reports and communicate findings to manager
- Ability to undertake audits and reports
- Able to demonstrate the use of evidence when decision making
- Ability to maintain high levels of accuracy when inputting in a fast paced environment.
- Ability to work as part of a multi-disciplinary team
- Ability to build effective relationships with key individuals both internally and external to the organisation.
- Ability to communicate effectively at all levels using Teams, e-mail, telephone or in person
- Ability to manage confidential and business sensitive information.
- Understanding of good communication practices and record keeping
Desirable
- Knowledge of CDT systems
- Utilisation of databases and spreadsheets to produce information which is valid and reliable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Midlands Partnership NHS Foundation Trust
Address
Lancaster Building
23 Ironmarket
Newcastle-under-Lyme
ST5 1RH
United Kingdom
Employer's website
Employer details
Employer name
Midlands Partnership NHS Foundation Trust
Address
Lancaster Building
23 Ironmarket
Newcastle-under-Lyme
ST5 1RH
United Kingdom