Band 3 - Single Point of Contact Administrator Children and Young People Services - Whittington in City of London

Whittington Health NHS Trust are searching for a Band 3 Single Point of Contact Administrator to join their Children and Young People Services.

Whittington Health NHS Trust provides a wide range of health and care services. From maternity, through children’s mental and physical healthcare, health visitors, community and school nursing and therapists, urgent and emergency, cancer care, dental services, elective care, all the way to end of life care: we support patients, families and local communities in community health centres, GP clinics, dental practices across North Central London and beyond, at our hospital in Archway, and in patients’ own homes.

The post holder is a member of the Single Point of Contact (SPOC) which has a responsibility to support clinical services to manage the daily demand of referrals. The SPOC is responsible for processing and registering new referrals, booking clinics, updating waiting lists and communicating appointment related information to patients, carers and health professionals. The service aims to make effective use of resources, reduce duplication and ensure that referrals are efficiently and safely managed through the system. The post holder will ensure that any urgent needs are highlighted to the appropriate clinical services. We believe that the first point of contact for our patients sets the tone for their care and therefore we aim to deliver a top-notch administrative service. We are committed to putting patients and service users first and we are looking for dedicated professionals who share our values and our passion for delivering quality care and an excellent administrative service. The SPOC’s operating hours are currently between 9 a.m. – 5 p.m. Monday to Friday, which may be subject to change in line with service expectations. The post holder may be required to alternate their shift pattern, depending on cross-cover needs.

MAIN DUTIES AND RESPONSIBILITES

• Process new referrals in accordance with local Standard Operating Protocols (SOPs).
• Book clinics and appointments and manage cancellations or amendments in a timely manner.
• Maintain health records as required and according to local SOPs.
• Utilise SystmOne / Rio patient record systems to enter and retrieve patient data ensuring all details are accurately recorded in a timely manner.
• Provide accurate confirmation of appointments to patients.
• Maintain the integrity of patient data on electronic patient records, including the creation and update of records.
• Work closely with relevant teams to ensure that notes are prepared and available and that necessary clinical information has been obtained in time for clinics, where appropriate.
• Generate clinic letters, reports, correspondence and other documents within agreed time scales and to agreed standards, as and when necessary.
• Undertake photocopying and scanning of confidential and non-confidential information.
• Work with telephone equipment and computer software which are used to support the 0-19 service.
• Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to Whittington policy and procedures.
• Support the ordering, monitoring and maintenance of stationery and stock.
• Organise interpreters to support clinical appointments according to local SOPs.
• Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective.
• Administer processes to collate satisfaction feedback from patients and service users.
• Prioritise and manage own workload on a day-to-day basis.
• Support with training of new team members.

REQUIREMENTS:

• Good literacy and numeracy, general education
• Education to NVQ3 in admin or equivalent combination of NVQ2, courses and experience.
• Ability to create and structure office systems e.g. Filing, stationery and equipment ordering
• Excellent verbal and written skills
• Demonstrates excellent customer service skills
• Able to prepare routine correspondence independently
• Good organisational skills
• Able to use own initiative to plan and prioritise own workload to meet deadlines
• Ability to work effectively in a team
• Excellent attention to detail
• Ability to work and adapt to a changing environment
• Ability to work autonomously and to Standard Operating Procedures
• Evidence of excellent organisational skills
• Self-motivated
• Reliable, flexible and adaptable
• Creative and innovative
• Ability to stay calm and focused
• Understanding of the need for confidentiality
• Secretarial/administrative experience in an office environment
• Experience of working with the public in a customer service role
• Experience of inputting to databases, spreadsheets and/or other IT systems and business applications used in the office environment
• Must have ability to build professional and personal credibility
• Must have ability to recognise own need for support and supervision
• Able to exercise initiative
• Self-motivated
• Work flexibly to address the needs of the service

We are so grateful to our invaluable Bank Staff, so offer these great advantages in exchange for their hard-work and commitment:

• Flexible working hours
• Ability to self-book shifts with online timesheet
• Weekly salary
• Priority of shifts over agency workers
• Access to free Bank Partners Core Skills training
• We operate with an open-door policy
• Competitive salary

Apply now by for this exciting role by attaching your CV, and a member of our recruitment team will be in contact with you shortly.