Job summary Job Purpose Monday - Friday 37.5 hours The post holder is a member of the SPA team and the responsibilities of the team are to support clinical services to manage the daily demand of referrals and to effectively prioritise incoming referrals. The SPA is responsible for processing and registering new referrals, booking clinics, updating waiting lists and communicating appointment related information to patients, carers, and health professionals. They aim to make effective use of resources, reduce duplication, and ensure that referrals are effectively and safely managed through the system. They ensure that appropriate referrals are accepted, and any urgent needs highlighted to the appropriate clinical services. This postholder will work 37.5 hours per week within the SPA's operational hours - Monday to Friday 8am to 8pm, weekends and Bank Holidays 8.30am to 4.30pm Main duties of the job Process new referrals in accordance with local Standard Operating Protocols (SOPs) Book clinics and appointments and manage cancellations or amendments in a timely manner Maintain health records as required and according to local SOPs Utilise relevant electronic patient record systems to enter and retrieve patient data ensuring all details are accurately recorded in a timely manner Provide accurate confirmation of appointments to patients Maintain the integrity of patient data on electronic patient records, including the creation and update of records Work closely with relevant departments to ensure that notes are prepared and available and that necessary clinical information has been obtained in time for clinics, where appropriate Type clinic letters including audio typing if appropriate, reports, correspondence and other documents within agreed time scales and to agreed standards. Undertake photocopying, faxing, scanning of confidential and non-confidential information. Work with telephonic equipment and computer software used to support the Single Point of Access Participate in SPA team meetings, including typing and distributing minutes Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to CLCH policy and procedures. About us Professional Standards All staff must comply with the Central London Community Healthcare (CLCH) NHS Trust Staff Code of Conduct and demonstrate the Trust's Values and Behaviours. Senior Managers must also comply with the NHS Code of Conduct for Managers, based on the Nolan principles of public accountability. All staff employed in recognised professions are required to ensure they work to the professional standards and/or Codes of Practice set out for their professional group. In addition, staff are required to demonstrate the Customer Care Standards of the organisation. Equal Opportunities and Dignity at Work It is the aim of CLCH NHS Trust to ensure that no job applicant or employee receives less favourable treatment on the grounds of race, colour, creed, nationality, ethnic or national origin, sex, marital status or on the grounds of disability or sexual preference, or is placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable. Selection for training and development and promotion will be on the basis of an individual's ability to meet the requirements of the job. To this end CLCH NHS Trust has an Equal Opportunities Policy and it is for each employee to contribute to its success. All staff should treat other staff, patients and the public with dignity and respect. Date posted 27 February 2025 Pay scheme Agenda for change Band Band 3 Salary £14.26 an hour Basic pay HCAS 12.07% Holiday pay Contract Bank Working pattern Flexible working Reference number 824-BANK-LIT1391 Job locations Merton Civic Centre Morden SM4 5DX Job description Job responsibilities Undertake audits and surveys as requested Support with rota monitoring to ensure that clinical capacity is fully utilised Support the ordering, monitoring and maintenance of stationery and stock. Organise interpreters and transport to support clinical apts according to local SOPs Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective Administer processes to collate satisfaction feedback from patients and referrers The post holder will prioritise and manage his or her own workload on a day-to-day basis To carry out smart card re-authentication as appropriate Support withtraining of new team members Job description Job responsibilities Undertake audits and surveys as requested Support with rota monitoring to ensure that clinical capacity is fully utilised Support the ordering, monitoring and maintenance of stationery and stock. Organise interpreters and transport to support clinical apts according to local SOPs Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective Administer processes to collate satisfaction feedback from patients and referrers The post holder will prioritise and manage his or her own workload on a day-to-day basis To carry out smart card re-authentication as appropriate Support withtraining of new team members Person Specification Education/Qualification Essential Good literacy and numeracy, general education Educated to NVQ3 in admin or equivalent combination of NVQ2, courses and experience Experience Essential Secretarial/administrative experience in an office environment Experience of working with the general 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 Desirable Experience of working in a health care environment Skills and Knowledge Essential Understanding of the need for confidentiality Competent in the use of Microsoft Office (e.g. Word, PowerPoint, Excel, and Outlook ) Able to work at speed whilst maintaining accuracy (assessed via a test at interview) Able use own initiative to plan and prioritise own workload to meet deadlines Person Specification Education/Qualification Essential Good literacy and numeracy, general education Educated to NVQ3 in admin or equivalent combination of NVQ2, courses and experience Experience Essential Secretarial/administrative experience in an office environment Experience of working with the general 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 Desirable Experience of working in a health care environment Skills and Knowledge Essential Understanding of the need for confidentiality Competent in the use of Microsoft Office (e.g. Word, PowerPoint, Excel, and Outlook ) Able to work at speed whilst maintaining accuracy (assessed via a test at interview) Able use own initiative to plan and prioritise own workload to meet deadlines Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Central London Community Health Trust Address Merton Civic Centre Morden SM4 5DX Employer's website https://clch.nhs.uk/ (Opens in a new tab)