About this role
Job summary
Referrals Coordinator
£27,796.00-£34,4955.50 per annum dependent of experience/qualifications
Full time 37.5 hours a week or part time, minimum of 30 hours a week (hours/days to be discussed)
Hybrid working involving 3 office days in Stockport and homeworking for 2 days.
Main duties of the job
About the role
We are now looking for a Referrals Coordinator to join our friendly team based in Stockport. Your role will be to coordinate and ensure the effective day to day management of all referrals to the business.
The key elements of your role will include;
Providing a timely response to all enquiries and referrals received via any method in order to develop and maintain new and existing stakeholder relationships.
Ensuring all new enquiries, referrals and ongoing contact calls or emails are accurately recorded on Salesforce.
Liaising with referrers to coordinate and arrange consultation clinics, discovery visits, assessments and professionals' meetings where required, with Care in Mind representatives, in a timely manner.
Managing all parts of the referral pathway to support the department where needed, i.e., from scheduling assessments through to handover for contracts.
Providing high quality administrative support to the wider team including proof reading of letters, needs assessments and transition plans
Actively participating in referral meetings and provide administrative support as required, including minute taking. Provide updates on the status of current enquiries and referrals within the meeting where appropriate
Support with the marketing function when necessary, including the administering of social media posts, mailings and website documentation.
About us
Care in Mind provide residential services for young people aged 16-30 years old. The young people we care for often require a high level of support to assist with difficulties they may have from self-harming, behaviour, and emotional difficulties. Our aim is to support the young people using a therapeutic approach to help them achieve their individual goals, in preparation for transition to adult life.
Company Benefits
- Minimum 30 days holiday.
- An additional day off each year for your birthday.
- Enhanced company sick pay.
- Enhanced company pension.
- Enhanced maternity/paternity leave.
- Paid time off for fertility treatment.
- Life Assurance (2 x annual salary).
- Electric Car Salary Sacrifice Scheme
- Healthcare CashPlan with costs provided towards dental and optical care and a range of other healthcare treatments and benefits.
- Employee Assistance Programme/24-hour Counselling Service.
- Free eye tests and various other benefits.
- Excellent Learning and Development opportunities (Level 3 in Adult Health & Social Care and support with completion of the Care Certificate).
- Paid Training, Induction and DBS check.
- We are a Mindful & Disability Confident Employer.
- We are a supporter of the Greater Manchester Good Employment Charter.
- We are a Menopause Friendly Organisation.
- Long service awards.
- Social events including a Christmas party.
- Blue Light Card to access further shopping discounts.
- Refer a Friend Scheme (Up to £500 per referral).
- Free onsite parking.
Job description
Job responsibilities
Provide a timely response to all enquiries and referrals received via any method in order to develop and maintain new and existing stakeholder relationships.
Ensure all new enquiries, referrals and ongoing contact calls or emails are accurately recorded on Salesforce. Management of the email inboxes to process new referral enquiries and effectively signpost other emails.
Development of a clear understanding of the key stakeholders involved in a referral and their roles and functions.
Ownership and coordination of the referrals screening process; completing an effective pre-screen to ensure all relevant information has been sourced and initial referral information is captured on Salesforce.
Department liaison within the S&P team in relation to screening processes; close working with the Lead Clinical Nurse Assessor to develop a sound understanding of specific challenges around referrals and nuances of additional information that may be required.
Ensure that referrers and all internal and external stakeholders are kept fully updated throughout all stages of the referral process.
Liaise with referrers to coordinate and arrange consultation clinics, discovery visits, assessments and professionals meetings where required, with CiM representatives, in a timely manner.
Effective and timely feedback following assessments, clear identification of any goals and timeframes for possible transition start
Accurate recording of all relevant updates and date stamps on Salesforce tosupport the department in effective reporting on process timeframes.
Management of relationships with referrers to support understanding of Care in Minds model and processes
Any issues beyond remit to be escalated to Pathway Operations Manager.
Ability to manage all parts of the referral pathway to support the department where needed, i.e., from scheduling assessments through to handover for contracts.
Provide high quality administrative support to the wider team including proof reading of letters, needs assessments and transition plans
Add new resident information and upload relevant files to the Electronic Care Record ensuring accuracy and confidentiality
Support development and implementation of referral activity reports by ensuring that all information on the CRM system is accurate and complete
Actively participate in referral meetings and provide administrative support as required, including minute taking.
Support the wider administration team when required.
To maintain confidentiality at all times in accordance with the agreed policy and to ensure adherence to Care in Minds Data Governance policies.
To comply with Care in Minds Equal Opportunities Policy
To follow health and safety guidelines carefully and alert your manager immediately of any concerns relating to health and safety issues.
It is the responsibility of all staff to read and work to the company safeguarding policy, to complete the Safeguarding training commensurate with their job role, and to report any genuine concerns to the designated safeguarding officer/lead on site, or a senior member of staff.
The tasks and responsibilities shown above are not exhaustive and should be regarded only as a guide. The post-holder will be expected to undertake any reasonable activities according to the needs of the business at the time. These will be subject to periodic review and may be amended to meet the changing needs of the business and the interests and skills of the post-holder. The post-holder will be expected to participate in this process, and the company would aim to reach agreement to any changes.
Person Specification
Qualifications
Essential
- Educated to GCSE level or equivalent, including Grade C or higher in English.
Desirable
- NVQ Level 3 in Customer Care, Business Admin or equivalent
Experience
Essential
- Minimum of 2 years' experience working in a busy administrative role
- Previous experience of working in a team
Desirable
- Experience of basic data analysis
- Previous experience within a clinical, health or care organisation.
- Previous experience of working with a Customer Relationship Management (CRM) system
- Previous experience of working with an electronic care records(ECR)system
Skills and Abilities
Essential
- Good verbal communication skills and the ability to listen to others
- Good written communication skills and the ability to write comprehensive reports and record information accurately
- Strong IT skills including the use of spreadsheets, databases, email and Microsoft applications.
- Ability to organise own workload to meet priority deadlines
- Ability to use a Customer Relationship Management (CRM)and Electronic Care Records(ECR) system
- Attention to detail and high level of accuracy
- Understanding of the issues around confidentiality
- Ability to effectively and efficiently manage patient information to populate care records.
- Flexible, co-operative and a supportive team player
- Excellent organisational skills and ability to work under pressure.
- Ability to set and maintain high personal and professional standards
- Process driven
Desirable
- Knowledge of commissioning processes
Special Requirements
Essential
- An ability to work from home where necessary - Good Wi-Fi connection, suitable working space.
- We will expect your values and behaviours to mirror those of Care in Mind, as illustrated on page 2 of this job description.
Desirable
- Have access to a vehicle for work purposes with the ability to travel to the sites within the Care in Mind portfolio
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Care In Mind
Address
Hope House
Stockport
SK30UX
United Kingdom
Employer's website
https://www.careinmind.co.uk/ (Opens in a new tab)