Team Based Administrator

You will

This vacancy is only open at this stage to internal employees of the following organisations within the Staffordshire and Stoke-on-Trent Integrated Care System:

You will play a key role in coordinating the paediatric physiotherapy service, managing referrals, appointments and patient pathways from referral through to discharge. The role involves monitoring waiting lists and clinic capacity, maintaining accurate clinical records, supporting clinicians to maximise service efficiency, and acting as a central point of contact for families, healthcare professionals, and partner agencies. You will also contribute to service improvements and provide support, guidance, and training to administrative colleagues to help deliver a high-quality, patient-focused service.

We're looking for a friendly, organised, and proactive individual to help keep our service running smoothly and provide a positive experience for children, young people, families, and professionals.

In this role, you will manage patient referrals and records, book and coordinate appointments, respond to appointment enquiries, and support clinical administration processes, including onward referrals. You will help ensure patients are seen within agreed waiting times and service targets, working closely with colleagues to resolve any issues and maintain an efficient service.

A key part of the role is building positive relationships with a wide range of people, including children and young people, parents and carers, colleagues, healthcare professionals, and partner organisations. You will communicate confidently and compassionately, using a non-judgemental approach and handling sensitive information appropriately.

You will use a variety of digital systems and software, including Microsoft Office and electronic patient record systems such as Rio, ensuring information is accurate, up to date and managed in line with service requirements. You may also be required to produce reports and support the ongoing development of digital processes.

This is a varied and rewarding role that would suit someone who enjoys working in a busy team, takes pride in excellent customer service, and is committed to helping deliver high-quality care and support to our communities.

Please see the Job Description and Person Specification for further details about the role and its requirements.

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 be required to close this vacancy early if we receive a high volume of applications

Please be aware that the use of artificial intelligence (AI) in completing application forms will be monitored to ensure fairness and transparency. If you have used AI you must state this in your application.

Qualifications

Experience