Bank Spa Administrator ONW Central London Community Healthcare NHS Trust inLondon inLondon PUBLISHED
THU 9 JAN 2025
Stable Working Hours, The position offers a consistent Monday to Friday schedule, enabling a healthy work-life balance with weekends and Bank Holidays off.
Contribution to Patient Care, As part of the SPA team, the role plays a crucial part in supporting clinical services and ensuring that patients receive timely appointments and care.
Professional Development, The opportunity to work within a structured team allows for skill enhancement and potential training opportunities, especially for new members.
Diverse Responsibilities, The role encompasses a variety of tasks from processing referrals to managing patient records, providing a dynamic work environment.
Working in a Supportive Team, Collaboration with various departments ensures a supportive atmosphere and enhances problem-solving skills in the workplace.
Commitment to Equal Opportunities, The organisation promotes diversity and ensures equal treatment of all employees, fostering an inclusive workplace culture.
The role of Bank Spa Administrator at Central London Community Healthcare NHS Trust involves supporting the Single Point of Access (SPA) team in managing referral processes for clinical services. The position requires the post holder to process new referrals, book appointments, update waiting lists, and communicate effectively with patients, carers, and health professionals. Key responsibilities include maintaining accurate patient records using electronic systems, managing clinic logistics, addressing client complaints, and participating in team meetings. The role also entails supporting clinical capacity through rota monitoring and suggesting improvements for administrative efficiency, all while adhering to the Trust's values and professional standards.
The position is a full-time role, requiring 37.5 hours of work each week, primarily during operational hours from Monday to Friday but may also involve some weekend shift work. The Bank Spa Administrator will be responsible for prioritizing their workload and will have the opportunity to support the training of new team members and organize additional services like interpreters and transport for clinical appointments, ensuring a high standard of customer care and equal opportunities in the workplace.
The position is a full-time role, requiring 37.5 hours of work each week, primarily during operational hours from Monday to Friday but may also involve some weekend shift work. The Bank Spa Administrator will be responsible for prioritizing their workload and will have the opportunity to support the training of new team members and organize additional services like interpreters and transport for clinical appointments, ensuring a high standard of customer care and equal opportunities in the workplace.
Job Purpose Monday - Friday37.5 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 SPAs operational hours Monday to Friday 8am to 8pm, weekends and Bank Holidays 8.30am to 4.30pm
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.
Professional Standards
All staff must comply with the Central London Community Healthcare (CLCH) NHS Trust Staff Code of Conduct and demonstrate the Trusts 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.
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 with training of new team members
This advert closes on Monday 6 Jan 2025
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 SPAs operational hours Monday to Friday 8am to 8pm, weekends and Bank Holidays 8.30am to 4.30pm
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.
Professional Standards
All staff must comply with the Central London Community Healthcare (CLCH) NHS Trust Staff Code of Conduct and demonstrate the Trusts 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.
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 with training of new team members
This advert closes on Monday 6 Jan 2025
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