Single Point of Access Administrator

Cardiff and Vale University Health Board; Milton Keynes; On-site; GBP 21,000 - 26,000; Full time

Job summary

Central and North West London NHS Foundation Trust Milton Keynes is recruiting for a full-time Adult Single Point of Access Administrator. You will be the front door to Milton Keynes Community Health Services, supporting patients, carers and professionals with a responsive, efficient service.

You will handle calls, referrals and appointments, maintain accurate records, and support clinical staff within clinics, contributing to a high-quality patient experience across services.

Qualifications

• GCSE English and Maths or equivalent with related admin experience.
• Experience organising and prioritising workload.
• Experience using SystmOne for patient records.
• Confident with SystemOne processes and handling clinical workflows.
• Knowledge of confidentiality and data protection.
• Knowledge of current public health agenda and health promotion for adults.
• Knowledge of office technologies and infection prevention/control.
• Competent in MS Word, Excel, PowerPoint & Outlook.
• Ability to drive and have vehicle for work between sites.
• Flexible, independent worker with team collaboration.
• Experience in NHS/community setting.

Responsibilities

• Answer calls to the SPA from service users, GPs, and professionals in a courteous, efficient manner.
• Receive referrals and allocate work to teams using agreed tools and policies.
• Book, manage and amend appointments in line with local policies.
• Maintain accurate electronic and paper records and information governance compliance.
• Enter and maintain clinical and demographic data on Trust systems accurately.
• Support clinical staff in clinics, updating attendance and patient records.
• Prepare information packs, documentation and correspondence for service lines.
• Undertake general admin duties including typing, scanning, filing and post management.
• Attend team and service meetings and participate in training and development.

Skills

Office administration

Communication skills

Customer service

Data protection awareness

Records management

Education

GCSE English and Mathematics

NVQ Level 2 in Business & Administration

Tools

SystmOne

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Exciting opportunities have arisen to join our newly integrated CNWL Milton Keynes Administration Hub as a full-time Adult Single Point of Access (ASPA) Administrator. This role is a vital part of the front door to Milton Keynes Community Health Services.You will join a highly motivated, supportive and dynamic administrative team, playing a key role in ensuring patients,carers,healthcare professionals and partner organisations receive a responsive,efficient and high-quality service. The Administration Hub supports a wide range of Community Health Services across Milton Keynes,including the Adult Single Point of Access (ASPA) Children's Single Point of Access (CSPA),and the Business Support Team. The Hub acts as a central coordination point for referrals, enquiries and appointment management, providing an essential link between patients,carers,healthcare professionals and CNWL clinical services..This is an exciting opportunity to be part of a newly integrated service that is, Main Duties of the job please see detailed job description and main responsibilities. As well as the attached documents., Answer telephone calls received into the Single Point of Access (SPA), dealing with enquiries from service users, GPs, healthcare professionals and external agencies in a courteous, professional and efficient manner, ensuring a high standard of service is maintained and directing callers to clinical staff where appropriate, following agreed pathways. Receive referrals into the service and allocate work to teams and individual clinical staff using agreed allocation tools, policies and procedures. Book, manage and amend appointments for service lines in line with local policies and processes, maintaining accurate electronic and paper records as required. Information handled may be confidential and of a sensitive nature. Respond to queries both face-to-face and via telephone, ensuring messages are accurately recorded and passed to the appropriate member of staff in a timely manner. Create, update and maintain clinical records in accordance with Information Governance requirements, Trust policies and clinical system guidance. Enter and maintain clinical and demographic data on Trust systems accurately and promptly, including appointments, referrals, attendance records and other service-related information. Support clinical staff within clinic settings, ensuring attendance registers and patient records are updated and maintained appropriately. Produce information packs, correspondence and other documentation required by service lines. Undertake general administrative duties including copy typing, scanning, photocopying, printing, filing and document management. Manage incoming and outgoing post, emails and other communications on a daily basis. Make and receive telephone calls to both internal and external stakeholders as required by the service. Assist with meeting arrangements, preparation of documentation and coordination of information as required. Organise and maintain inventories of office and clinical equipment and support associated calibration processes where necessary. Attend and actively participate in team meetings, service meetings, supervision sessions, appraisals and regular reviews with line management. Prepare for and participate in assessments, training programmes and development activities as required by the Trust. Support the induction, demonstration of processes and training of staff within the remit of the role. Work in accordance with Milton Keynes safeguarding policies, procedures and codes of practice. Maintain awareness and understanding of infection prevention and control requirements relating to adults, children and young people. Maintain strict confidentiality at all times and comply with all relevant data protection and information governance requirements. Present a professional manner and appearance at all times when representing the service and Trust. Act as a flexible and supportive member of the team, providing cover and assistance across services as required. Undertake any other duties commensurate with the grade of the post to meet the operational needs of the service and Trust. RIDER CLAUSE This job description provides an outline of the main duties and responsibilities of the post and is not intended to be an exhaustive list. Duties may be amended from time to time to meet the changing needs of the Trust and service. PROBATIONARY PERIOD This post is subject to the Trust's three-month probationary period for new staff
transforming access to Community Health Services across Milton Keynes.Working in a fast-paced environment,you will contribute to delivering an excellent patient experience while supporting clinical teams to provide safe and effective care.We are looking for individuals who are organised,adaptable and proactive, with excellent communication,customer service and administrative skills.If you are passionate about making a difference and thrive in a team-focused environment,we would love to hear from you.,

• Good level of education up to GCSE Level English and Mathematics, NVQ Level 2 Business & Administration or equivalent experience, Experience of office administration
• Experience of organising and prioritising your own work load
• Experience of working with SystmOne in the management of patient records.
• Confident with SystemOne processes and experienced in handling clinical workflows
• Demonstrate awareness of issues around confidentiality and information sharing and data protection
• Knowledge of current public health agenda
• Knowledge of health promotion topics relating to adults
• Knowledge of office technologies
• Knowledge and understanding of Infection Prevention and Control
• Be competent in use of Microsoft Word, Excel, PowerPoint & Outlook
• Able to set up and maintain electronic and manual filing systems
• Ability to drive and have vehicle available for work for transport between community bases/settings
• Flexible approach to working independently or as part of a close-knit team
• Ability to undertake liaison with other agencies as appropriate., Experience of working with the public, in a customer service based setting.
• Experience of working in the NHS within a community setting
  At Central and North West London NHS Foundation Trust (CNWL) we are passionate about delivering high-quality patient-centred safe and effective care across a range of settings including hospitals community clinics and patients homes.