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Full job description
- Full-time
- 40 hours per week
- £31,431.42 – £34,097.31 per annum (dependent on experience)
To coordinate and manage the end-to-end referral and placement process across all services, ensuring timely responses, effective stakeholder communication, and maximising occupancy.
The post holder will be responsible for maintaining an accurate and up-to-date referral pipeline, ensuring all referrals are appropriately tracked, progressed and brought to a timely outcome (admission or decline).
If you are naturally hard working with good communication skills, flexible and would like the opportunity to work in a busy and varied team, then this could be the job for you!
Referral & Placement Coordination
Manage all incoming referrals from receipt through to outcome (admission or decline).
Log, triage and track all referrals within the referral database management system.
Ensure all referrals are acknowledged and responded to within agreed timescales.
Liaise with operational and clinical teams to assess suitability and progress referrals.
Coordinate internal decision-making and ensure timely outcomes.
Pipeline Management & Reporting
Maintain a live referral and occupancy tracker, always ensuring data accuracy.
Monitor the status of all referrals and proactively follow up outstanding actions.
Track and report on:
Referral volumes
Conversion rates
Time to decision and admission
Reasons for declined referrals
Produce regular pipeline reports to support operational and senior management oversight.
Stakeholder Communication
Act as a key point of contact for external stakeholders, including:
Local Authorities
Health Boards
Integrated Care Boards (ICBs)
Brokerage teams
Ensure all communication is professional, timely and solution-focused.
Build and maintain effective working relationships with referrers.
Information Gathering & Coordination
Proactively obtain all required documentation to support referral decisions, including:
Risk assessments.
Clinical information
Funding details – Ensure information is complete, accurate and shared appropriately with internal teams.
Escalate delays or risks that may impact placement decisions.
Fee & Placement Support
Support the coordination of placement offers, including fee information.
Work collaboratively with Finance and Business Development teams to ensure accurate and timely communication of fees.
Track agreed fees and highlight any discrepancies or risks.
Admissions, Transfers & Discharges
Coordinate admissions, internal transfers and discharges.
Ensure all relevant documentation is completed and kept up to date.
Liaise with services to support smooth transitions.
Proactive Pipeline Management
Proactively follow up referrals to maximise conversion and minimise delays.
Identify opportunities to support occupancy and escalate risks where appropriate.
Systems & Administration
Maintain and update internal systems, databases and trackers.
Ensure data accuracy and integrity across all placement activity.
Coordinate meetings, prepare agendas and take minutes where required.
Manage incoming calls, emails and enquiries in a professional and timely manner.
Tender & Contract Support
Provide administrative support to tender and framework submissions as required.
Assist with document collation and coordination of deadlines.
Key Performance Indicators (KPIs)
Timely logging and response to all referrals
Referral-to-placement conversion rate
Time from referral to decision
Time from decision to admission
Accuracy and completeness of referral data
Reduction in delayed or stalled referrals
Working Relationships
Business Development Manager
Registered Managers and Clinical Teams
Finance Team
Senior Management Team
External commissioners and brokerage teams
Additional Information
The post holder is required to comply with all Company policies including confidentiality, health & safety, and equality & diversity, and undertake any other duties consistent with the role as required.
How to apply
If you are an experienced Support Services Coordinator, or if you feel you can make a real difference to the lives of others, we want to hear from you! Please complete the short application or upload your CV. Alternatively for an informal discussion about this role you can contact the MHC Workforce Team on 01824 572020.
MHC are an equal opportunities employer and welcome applications from all who believe they fit the essential requirements for this role regardless of their race, sex, gender reassignment, marriage/civil partnership, pregnancy/maternity, disability, religion/belief, sexual orientation or age.
*Please note, successful applicants must be at least 18 years old*
*Please note, that MHC is currently not offering any new sponsorship for roles at this time*
(We reserve the right to bring forward our closing date, without notice in the event of high volumes of interest).
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