Band 3 Single Point of Access Administrative Assistant

Job overview

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

An exciting opportunity has arisen to be part of a brand-new Single Point of Access (SPA) service designed to transform how we deliver care and support to our patients across urgent care and community services. This is your chance to shape a pioneering, person-centred service right from the start!

The SPA will act as the central hub for coordinating clinical referrals, triaging urgent needs, providing advice and directing patients to the right services at the right time. Whether you're answering a call, reviewing referrals, or coordinating rapid support, you will play a key role in ensuring patients and professionals receive timely, efficient, and compassionate responses.

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Main duties of the job

• Work alongside WMAS and other system partners to deliver joined-up care.
• Be part of a dynamic, forward-thinking multidisciplinary team
• Opportunities for career progression as the service expands
• A supportive, inclusive, and flexible working environment
• Make a real difference to patient outcomes and experience
• Help reduce pressure on emergency services by ensuring safe, timely care pathways

We’re looking for motivated, compassionate, and solution-focused individuals with excellent communication skills and a passion for integrated care. You’ll thrive in a fast-paced environment and be confident in handling referrals, liaising with clinical teams, and putting patients at the centre of everything you do.

Detailed job description and main responsibilities

• Handling and inputting referrals into RIO / managing clinical diary Working on own initiative without supervision to plan daily workload.

Be a point of contact for personal or telephone callers to the centre, taking messages, details of referrals and redirecting calls where necessary.

Ensure all messages are accurately recorded.

Exercise tact, diplomacy, empathy and patience when dealing with patients, carers and family who are distressed, emotional or bereaved daily. Use Customer Care skills when dealing with callers who may be verbally abusive.

Be responsible for incoming/outgoing post on a day-to-day basis, including confidential material, redirecting where necessary.

Arrange and provide administrative support to meetings, including assisting with preparation of papers and taking minutes of meetings and transcribing as required. Contribute to these meetings where appropriate.

To use NHS computer systems including Rio and to input data onto Rio as required.

To operate the VOIP telephony system.

To ensure that the confidentiality of personal information remains secure and that the Terms of the Data Protection Act are met in respect of personal information held within the Primary Care Trust computer systems and manual systems.

Assist with the general upkeep and tidiness of the office, for example updating and maintaining the notice boards ensuring out of date information is removed and current information is displayed.

To undertake the provision of photocopying service, receive and send faxes for the department.

To ensure administrative policies and procedures are reviewed regularly with changes suggested and embedded in practice.

• To maintain a working knowledge of the Trust Services and where they can be accessed.

Applicant requirements

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.