Community Administrative Support

Main area Administration Grade Band 3 Contract Fixed term: 6 months (shift pattern between the hours of 07:45 to 18:00pm in a 7-day service. And may be required to cover reception at the Health Centres) Hours Full time - 37.5 hours per week (shift pattern between the hours of 07:45 to 18:00pm in a 7-day service. And may be required to cover reception at the Health Centres) Job ref 220-WHT-8390823

Employer Whittington Health NHS Trust Employer type NHS Site Dartmouth Park Hill Town London Salary £31,554 - £33,270 Per Annum Including HCAS Salary period Yearly Closing 09/11/2026 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 act ion where necessary.

We do not charge applicants any fees at any stage of the recruitment process, including applications, interviews, sponsorship arrangements, pre-employment checks, or employment offers. All vacancies are advertised through TRAC/NHS Jobs and candidates are assessed solely on their skills, qualifications, experience, and suitability for the role. If you are asked to make a payment in connection with an NHS job opportunity, please treat this as suspicious and contact the organisation directly using the details published on our official career's website.

An exciting opportunity has arisen to join the Central Booking Service and be a part of our Support Service and administration team as part of the Whittington Community Patients Access Service . The Service provides referral management and appointment booking services to Whittington Adult Community Services.

This is the chance to be part of something transformative and innovative and have a positive impact on how we improve patient pathways.

Post holder will also register, source and upload documents for new patients, book and reschedule appointments for all patients and process the outcomes from appointments.

Post holder will be competent in the use of the computer software RIO, Medway .

The post holder will be expected to always provide excellent customer care using Trust Customer Care Standards.

Depending on the requirements of the team, the post holder may be required to work a shift pattern between the hours of 8am to 8pm , Monday to Sunday including Bank Holidays . The post holder will also be expected to travel across Whittington Health sites and work in any of the Health Centres in Haringey or Islington as may required .

Please note: Previous applicants within the last 6 months not to apply. Anyone requiring sponsorship :there is no sponsorship for this role.

Main duties of the job

• To provide a high quality, helpful and courteous response for members of the public, service users and representatives of other departments or agencies by telephone, showing sensitivity to their feelings and respecting their wishes wherever possible.
• To communicate effectively with callers, managing expectations and ensuring patients are happy with the responses they receive.
• To gather key information from referrers and patients etc. who are calling the service.
• To carry out an initial triage of patients
• To manage appointments for patients, and to provide advice and information to callers about community clinical services, including criteria for eligibility and other service specific details.
• To register new patients onto the electronic patient record system such as RiO, Medway and other relevant patient systems
• To administer the processes for establishing efficient clinics; booking interpreters and transport for patients who require them, ringing to confirm attendances with patients, organising appointment letter print runs and sending out letters, processing outcome and discharge forms, cancelling and rescheduling clinics
• Support the band 4 Administrators in the referral management and appointment booking processes including timely saving of referrals received via the Service Generic
• To work as part of a team and when necessary, assist colleagues in their workloads and provide cover for them during absence.

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

For more information regarding the main responsibilities of the role, please refer to the attached Job Description.

Communication

• To ensure that confidentiality is maintained with regard to the business of the services at all times.
• To liaise effectively with their line manager
• To provide general non-clinical information and guidance regarding the Whittington Health Community Services to the referrers, patients, carers and the general public, in an appropriate manner
• To ensure that the patient understands the information regarding their appointment and their responsibilities in lines with Whittington Health Service guidelines
• To manage all correspondence generated by the Community Services to patients, GP’s, and other health professionals in line with the Whittington Health procedures and protocols.
• To be able to utilise sensitive communication skills to ensure the patient, carer or other health professionals are happy with the care processes

Training and Development

• To participate in the Trust’s Appraisal system under the supervision of the Manager and Team Leader and attend any training courses as deemed appropriate to meet the objectives of the service and for personal development
• To take responsibility for self-development on a continuous basis, undertaking on-the- job training as training is required.
• To the complete of all mandatory training required by the organisation and ensure all modules are within date

Person specification

Education & Qualifications

• GCSE/o Level or equivalent / Higher Education to A level or or equivalent experience

Knowledge & Experience

• Previous NHS experience.
• Previous experience of booking appointments
• Previous Experience of Using RIO
• Knowledge of a range of computerised software including Microsoft packages. E A/I Previous Experience of
• Previous experience of dealing with the public face to face
• Previous experience of using other patient Data entry Systems
• Previous experience of changing appointments
• Previous experience of dealing with the public over the telephone

Skills and Abilities

• Ability to work as part of a team
• Ability to act appropriately in stressful situations
• Willingness to undertake and use training relevant to the post
• Ability to communicate in a clear and professional manner

Personal Qualities

• Personally/professionally responsible
• Flexible approach to changing circumstances and departmental needs
• Good organisation, time management and prioritisation skills

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 youridentity 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.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Name Patricia Yerifor Job title Community Patients Access Service Manager Email address patricia.yerifor@nhs.net Telephone number 02033161224

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