Single Point of Contact - Administrator

Employer Whittington Health NHS Trust Employer type NHS Site Northgate House, Edgware Community Hospital Town London Salary £30,630 - £32,346 Per Annum Including HCAS Salary period Yearly Closing 11/09/2026 23:59

Please note in order to progress your application, your data will be processed by our 3 rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.

Artificial intelligence (AI) is a set of technology that can perform various tasks that typically required human intelligence. Your application is your opportunity to demonstrate to us how you meet the requirements of the role.

We recognise that AI tools can support accessibility, equity and confidence for applicants. However, it’s important that examples and responses genuinely reflect your own experience and abilities, as these will be explored further during the selection process. AI must not be used to provide misleading or false information during any stage of the application journey.

Whittington Health NHS Trust is committed to ensuring that its recruitment processes are carried out with integrity, transparency, and fairness for all applicants. To help maintain these standards, we ask candidates to provide accurate and truthful information throughout the recruitment process.

If incorrect or misleading information is identified, this may affect the progression of an application, any employment offer, or continued employment. As part of our due diligence, the company may verify the information provided by applicants and take appropriate action where necessary.

We are pleased to offer an opportunity to join the Barnet 0 - 19 Children and Young People's Service during the ongoing transformation project to improve the service we provide to our community.

The successful candidate will join the Barnet Single Point of Contact (SPOC) administrative team. The post holder will work closely with the Health Visiting, School Nursing and Safeguarding services, providing an excellent administrative service and acting as the first contact for parents into the service.

The post holder will have previous experience of working in the provision of excellent customer care, including the maintenance of electronic records and be proficient using various Microsoft packages such as Excel, Word and Outlook. You should possess well-developed communication skills, work well within a team, be flexible and be able to multi task. Experience of working in an NHS environment would be desirable, though not essential.

The post holder will also register referrals, upload documents, book and reschedule appointments for all patients and deal with calls coming into the service from our duty line. This operates Monday to Friday 9am - 5pm so staff are expected to be available and working during those times.

Main duties of the job

• Answer calls from the Single Point of Contact phone line and assisting patients with their queries.
• Book clinics and appointments and manage cancellations or amendments in a timely manner.
• Manage a shared inbox, responding to queries, uploading documents and escalating when necessary.
• Registering patients and maintaining health records as required and according to local SOPs.
• Utilise Rio patient record systems to enter and retrieve patient data ensuring all details are accurately recorded in a timely manner.

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Detailed job description and main responsibilities

Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.

Maintain accurate health records, using Rio for data entry and retrieval.

Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.

Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs.

Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.

Maintain accurate health records, using Rio systems for data entry and retrieval.

Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.

Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs.

For further details of Job Description and Person Specification, please read the attached document.

Person specification

Education/Qualifications

• Good literacy and numeracy, general education
• Education to NVQ3 in admin or equivalent combination of NVQ2, courses and experience.

Experience

• Ability to create and structure office systems e.g. Filing, stationery and equipment ordering
• Excellent verbal and written skills
• Able to prepare routine correspondence independently, self-motivated
• 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
• Reliable, flexible and adaptable
• Creative and innovative
• Ability to stay calm and focused
• Understanding of the need for confidentiality

Knowledge, Skills and Abilities

• 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
• Experience of working in a health care environment
• Understanding of using SystmOne / Rio
• Competent in the use of Microsoft office (e.g. Word, PowerPoint, Excel, and Outlook)

Personal Qualities

• 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

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with theLondon Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Your application form –

• Provide only business email address for your referees – we are unable to request references from yahoo, Hotmail, Gmail accounts.
• Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

Our processes –

• Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
• If you do not hear from us up to 3 weeks after the closing date of the job unfortunatelythis means you have not been successfullyshortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
• Please check your emails regularly as all correspondence from us will be via trac.systems – occasionally these emails will go into your Junk folder.
• Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

Other important information –

• You must already have the right to work in the United Kingdom or fully meet the eligibility criteria for sponsorship under the Skilled Worker visa route. We welcome applications from candidates who require visa sponsorship; however, we can only consider these where all UKVI requirements are met. Before applying, please ensure that both you and the role satisfy the relevant UK Visas and Immigration (UKVI) points‑based system criteria, as applications that do not meet these requirements cannot be progressed. For more information about the criteria, please click here
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise WhittingtonHealth NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verifiedremotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We would welcome applications from individuals who are from underrepresented groups in the organisation

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Michael Sherry Job title 0-19 Single Point of Contact Admin Manager Email address michael.sherry@nhs.net Telephone number 07785 803 309