Full job descriptionJob Summary


The Assessment Coordinator provides day-to-day administrative support to the assessment and operations teams, ensuring referrals, assessments, service user records, funding information and move-in processes are coordinated accurately and efficiently.
The role is responsible for maintaining key referral, vacancy and capacity information, supporting effective communication with internal and external stakeholders, and ensuring records are kept up to date throughout the referral-to-move-in journey.


Basic Job Duties
1.Act as the first point of contact for referrals to the assessment team, recording referral information accurately and ensuring it is passed to the assessor for review.
2.Coordinate assessment arrangements, including booking assessments, updating calendars and ensuring referral and assessment information is shared with the relevant assessor.
3.Support assessors to type up support plan and risk assessments.
4.Maintain accurate bed vacancies, hours and service user records across required systems and spreadsheets and internal tracking tools
5.Prepare, update and circulate key service user documentation, including support plans, risk assessments, compatibility checks, nomination forms and relevant move-in information.
6.Liaise with assessors, care teams, operations, finance, the housing provider and external stakeholders to support funding decisions, move-in arrangements, capacity updates and ongoing service user changes.
7.Manage referral follow-up activity, including chasing referrals, costings and funding decisions and ensure all updates are recorded and communicated appropriately.
8.Ensure service user files are complete, accurate and audit-ready by saving relevant emails, documents, funding information, costings, support needs and correspondence in the correct folders and systems.
9.Produce and send regular updates and reports, including vacancy lists, capacity updates, service user hours lists and portal updates, in line with agreed weekly, monthly or ad hoc schedules.


Previous experience
•3 years’ experience working in an office admin role essential
•Previous mental health experience preferred


Education
•A level English and Maths or above or equivalent
•A relevant administration, business support or health and social care qualification as desirable but not essential


Special attributes / skills required


•Self- starter and proactive approach to work
•Strong administrative and organisational skills, with the ability to manage multiple tasks and priorities
•Excellent attention to detail and accuracy
•Confident and professional communication skills, with the ability to liaise with internal teams and external stakeholders
•Good IT skills, including use of databases, spreadsheets, email and shared filing systems
Personal qualities
•Ability to follow processes, meet deadlines and maintain accurate audit-ready documentation.
•Proactive approach to chasing information, following up referrals and keeping stakeholders updated.
•Discretion and confidentiality when handling sensitive service user information.
•Team-focused approach, with the ability to support assessment, operations, finance and care teams effectively.