Bank Spa Administrator SW Central London Community Healthcare NHS Trust

Job Purpose: Monday – Friday, 37.5 hours

The post holder is a member of the SPA team, responsible for supporting clinical services to manage the daily demand of referrals and effectively prioritising incoming referrals.

The SPA is responsible for processing and registering new referrals, booking clinics, updating waiting lists, and communicating appointment-related information to patients, carers, and health professionals. They aim to make effective use of resources, reduce duplication, and ensure that referrals are effectively and safely managed through the system.

They ensure that appropriate referrals are accepted, and any urgent needs are highlighted to the appropriate clinical services. This postholder will work 37.5 hours per week within the SPAs operational hours Monday to Friday, 8am to 8pm, and weekends and Bank Holidays 8.30am to 4.30pm.

Key Responsibilities:

1. Process new referrals in accordance with local Standard Operating Protocols (SOPs).
2. Book clinics and appointments and manage cancellations or amendments in a timely manner.
3. Maintain health records as required and according to local SOPs.
4. Utilise relevant electronic patient record systems to enter and retrieve patient data, ensuring all details are accurately recorded in a timely manner.
5. Provide accurate confirmation of appointments to patients.
6. Maintain the integrity of patient data on electronic patient records, including the creation and update of records.
7. Work closely with relevant departments to ensure that notes are prepared and available, and that necessary clinical information has been obtained in time for clinics, where appropriate.
8. Type clinic letters including audio typing if appropriate, reports, correspondence, and other documents within agreed time scales and to agreed standards.
9. Undertake photocopying, faxing, scanning of confidential and non-confidential information.
10. Work with telephonic equipment and computer software used to support the Single Point of Access.
11. Participate in SPA team meetings, including typing and distributing minutes.
12. Take initial responsibility for the local resolution of problems that may arise with staff/clients and deal with complaints according to CLCH policy and procedures.
13. Undertake audits and surveys as requested.
14. Support with rota monitoring to ensure that clinical capacity is fully utilised.
15. Support the ordering, monitoring, and maintenance of stationery and stock.
16. Organise interpreters and transport to support clinical appointments according to local SOPs.
17. Take initiative in suggesting improvements to administrative processes, ensuring the process remains efficient and cost-effective.
18. Administer processes to collate satisfaction feedback from patients and referrers.
19. Prioritise and manage own workload on a day-to-day basis.
20. Carry out smart card re-authentication as appropriate.
21. Support with the training of new team members.

Professional Standards:
All staff must comply with the Central London Community Healthcare (CLCH) NHS Trust Staff Code of Conduct and demonstrate the Trust’s Values and Behaviours. Senior Managers must also comply with the NHS Code of Conduct for Managers, based on the Nolan principles of public accountability. All staff employed in recognised professions are required to ensure they work to the professional standards and/or Codes of Practice set out for their professional group. In addition, staff are required to demonstrate the Customer Care Standards of the organisation.

Equal Opportunities and Dignity at Work:
It is the aim of CLCH NHS Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, creed, nationality, ethnic or national origin, sex, marital status, or on the grounds of disability or sexual preference, or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. Selection for training and development and promotion will be on the basis of an individual’s ability to meet the requirements of the job. To this end, CLCH NHS Trust has an Equal Opportunities Policy, and it is for each employee to contribute to its success. All staff should treat other staff, patients, and the public with dignity and respect.

This advert closes on Thursday 13 Mar 2025. #J-18808-Ljbffr