Allocation Administrator – Norwich, Norfolk

Allocation Administrator


Norwich, Norfolk


Allocation Administrator

Band 3

Main area
Band 3
Full time – 37.5 hours per week
Job ref
Norwich Community Hospital
£21,730 – £23,177 pa
Salary period
12/03/2023 23:59

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.

Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including 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.

Job overview

Norwich Place are looking for an enthusiastic individual  to undertake the role of safe and efficient allocation of patient visits.


Main duties of the job

The role will involve allocating patient appointments for the Community Nursing and Phlebotomy 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.

Working for our organisation

The hub is open 7 days per week, including bank holidays between the hours of 7.30am and 6.30pm.  There may be a requirement to work some weekends and bank holidays.

For further information please contact Clinical Operations Manager Laura Semmence on 07881 922 345 or [email protected]

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

  • To undertake a safe and efficient allocation service in the hub. To allocate patient appointments for the Community Nursing Teams and or Phlebotomy following the set processes, onto the live ledgers, whilst utilising relevant data to include geography, skill mix and staffing levels. Scrutiny of appointment details against care plans that require performing will be undertaken to ensure a correct match and therefore preventing unnecessary visits.
  • To liaise with health professionals to triage referrals to establish the appropriate destination for referrals and forward on as necessary.
  • To demonstrate good customer care and communication skills when communicating with the public and health/social care professionals.
  • To recognise the diverse needs and individuality of service users and demonstrate the ability to act with tact and diplomacy.
  • 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.
  • Production of clinical summaries, reports, letters, forms, notices and minutes of meetings as necessary.
  • Maintaining information stored on the database by updating patient records on a daily basis and producing information as requested by team members.
  • Filing and storage of patient notes in accordance with policies and procedures.
  • 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
  • To be aware of the Trust and departmental lone worker policy and ensure it is implemented appropriately.
  • To receive and record messages for members of the teams.
  • 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.
  • 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.
  • To monitor and maintain stock levels, requisitioning and receipting as necessary, demonstrating an awareness of budgetary constraints.
  • 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.

Person specification


Essential criteria
  • GCSE grade C or above, or equivalent in English and Maths
  • NVQ 3 Business Administration or equivalent experience

Desirable criteria
  • RSA II or equivalent Typing Qualification


Essential criteria
  • Office experience in private or health sector
  • Professional contact with the General Public
  • Customer Services experience

Desirable criteria
  • Previous NHS experience

Skills Abilities and Knowledge

Essential criteria
  • Able to communicate effectively in written and verbal English Language IT and Microsoft office literate
  • Ability to work effectively as part of a diverse multi-disciplinary team
  • Problem solving skills
  • Good organisational skills
  • Excellent attention to detail

Desirable criteria
  • SystmOne literate

Personal Attributes / Behaviours (linked to the Trust’s Behaviour Framework)

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


Essential criteria
  • Able to work shift patterns and weekends to meet the needs of the service
  • Flexibility to travel to other sites to meet the needs of the service
  • Able to make own travel arrangements

Equal Opportunities – We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.

Immigration Status  – Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, this is only against Tier 2 (General) visas. If you are a migrant worker from outside of the European Economic Area and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.

Redeployment  - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.

DBS – If this post is subject to a Disclosure and Barring Service (DBS) check and you are not a current employee of Norfolk Community Health and Care NHS Trust or being recruited as an Apprentice then the cost of the DBS check will be automatically removed from your first month’s salary. However if you are registered with the update service this may not be required.

Closing and Interview Dates-This vacancy may close early if sufficient applicants are received.

Data ProtectionA privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Laura Semmence
Job title
Clinical Operations Manager
Email address
[email protected]
Telephone number
07881 922 345

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