SPA Administrator

Job overview

We are seeking a reliable and organised Band 3 Administrator to join the Inner North West London Single Point of Access (SPA) team. This role provides essential administrative and clerical support to clinical services and acts as a key point of contact for patients, carers and healthcare professionals.

The post holder will play an important role in ensuring referrals are processed accurately, safely and in a timely manner, supporting the delivery of high-quality, compassionate care. They will work closely with colleagues in a busy and collaborative environment, contributing positively to team objectives and patient experience while working in line with the Trust’s values of Accountability, Inclusion, Compassion, and Empowerment.

Main duties of the job

• Act as the first point of contact for patients, carers and professionals, responding to enquiries in a professional and timely manner
• Receive and action inbound calls in line with service standards
• Register and process new referrals in accordance with Standard Operating Procedures
• Book, amend, and cancel appointments and clinics
• Maintain accurate and up-to-date electronic patient records
• Manage waiting lists and identify urgent referrals for appropriate escalation
• Provide clear and timely appointment information, including arranging interpreters and transport where required
• Manage the SPA generic inbox and respond to queries within agreed timescales
• Produce clinic letters, reports and routine correspondence to required standards
• Support team meetings, audits and service activities as required
• Prioritise and manage workload effectively to meet service demands
• Communicate clearly via telephone, email, written correspondence and face-to-face
• Work collaboratively with colleagues to ensure accurate service information and a positive team environment
• Escalate concerns, complaints, or risks appropriately, maintaining confidentiality at all times
• Complete mandatory training and take responsibility for ongoing learning and development
• Support the induction and training of new team members
• Adhere to health and safety, data protection and information governance requirements.

Detailed job description and main responsibilities

Successful applicants will be required to demonstrate alignment with the Trust’s values - Accountability, Inclusion, Compassion, and Empowerment, alongside fulfilling the duties detailed in the attached Job Description and Person Specification.

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.