ND SPA Band 4 administrator
Job Description
Job summary
CNWL's Single Point of Access (ND)provides centralisedaccessto information, advice, and triage of referrals intoCNWL's ND services within CNWL.
All have access to the SPA via a referral portal. GPsand other potential referrers areable to contact a team of clinical staff to discuss potential referrals.
The SPA manages referrals, deals with queries, undertakes clinical triage, gives advice, and signposts patients where appropriate.
The SPAteam is located in a Central London location, with excellent transport links.
Postholders may be asked to show some flexibility in their shifts but this is predominantly a 9-5 Monday to Friday service
Main duties of the job
Central and North West London NHS Trust is committed to providing safe, effective services and providing patients and their carers and families with a positive experience.
o To work positively with colleagues to maintain effective relationships with patients, families, other CNWL services and external stakeholders.
o To act as a first point of contact for the ND SPA, recording on the Trust clinical system, SystmOne the patient details an dother information as required, and next appropriate action.
o To effectively manage referrers' expectations whilst providing correct and accurate information at all times.
o Effectively manage all referrals into the ND SPA inbox, ensuring that emails and referrals are dealt with effectively, appropriately and promptly.
To support the recording of all data accurately in the patients' electronic records
To have a full working knowledge of the relevant IT systems and applications used.
About us
We are a large NHS Trust and we welcome all those who have an interest in working with an employer who will support you to do your best, and have a fulfilling career.
This is a new service located in Victoria in London, with excellent transport links that provides an opportunity to make a real difference to children and their families/carers.
You will work in a newly establishing team with the opportunity to make your mark. As it is a new service, you should be comfortable with a level of change and uncertainty while processes and policies develop and embed. Equally we will ensure you have all the training and support you need.
Job responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024."
As such, if you dont meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
- Create and update patient electronic records and other relevant documentation.
Schedule appointments as necessary, ensuring patients are notified of any changes to appointments.
Complete relevant typing, photocopying, scanning, faxing, filing and maintenance of up-to date IT systems.
Record all system information accurately, updating call information, registering call backs from patients, and bringing all new information to the relevant line manager's attention.
Provide monthly statistics on throughput to team manager as requested.
Support the ND SPA team with general administrative duties, sending appointments, data quality and capture using appropriate systems, audio typing, filing, taking messages, dealing with queries over the telephone and face to face, photocopying.
Provide cover as and when necessary for the ND SPA co-ordinator.
following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times.
To undertake relevant administration duties associated with referrals and bookings management as required and when necessary.
To liaise with relevant service regarding bookings and referrals within appropriate timescales.
Please see full job description for further details
Person Specification
Qualification
Essential
- Educated to GCSE standard or equivalent
- Administration or evidence of equivalent practical experience
- Good standard of written and spoken English
Desirable
- NVQ3 in Business
Previous Experience
Essential
- Previous administrative experience
- Computer literacy and word processing skills (MSOffice Word) 40-45 wpm typing speed.
- Data entry skills including knowledge of using Excel
- Understanding of Data Protection
- Familiarity with switchboard duties
Desirable
- Experience working in the NHS, mental health services and knowledge of ND terminology,
- Knowledge of Patient Administration systems
- Application of technology in the office i.e. Email and Networking
Skills, Knowledge and Abilities
Essential
- Good communication and interpersonal skills including the ability to communicate effectively verbally and in writing.
- Ability to prioritise workload, and plan and organise own time effective
- Exercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi-disciplinary team in a pressured environment
- Excellent organisational skills
- Ability to work flexibly & under pressure
- Ability to manage own workload without direct supervision
- Working in a team
- Able to deal with difficult/ emotional callers
Desirable
- An Understanding of Office Procedures.
- Understanding of hospital and/or social services environments
- Knowledge and understanding of medical terms
- Knowledge of the Data Protection Act and Caldicott Guardian
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
Central and North West London NHS Foundation Trust
Address
The Gordon
Bloomburg Street
London
SW1V 2RH
United Kingdom
