Single Point of Access Administrator

Detailed job description and main responsibilities

• To provide an efficient and effective liaison service for relaying and processing referrals and messages on a daily basis to the Community Nursing services and Podiatrists, Health Services from Hospitals, GP's, patients, relatives and other outside agencies.
• To accurately record referrals, messages and queries received by telephone/fax/email on to RiO
• To prioritise and handle as appropriate messages.
• To ensure the relaying of messages to the most appropriate team/ward/manager
• Non-urgent referrals/messages will be sent via RiO
• Urgent referrals/messages will be passed immediately by phone to the StepUp ward or Nursing Team mobile
• To track and record all referral outcomes
• To keep GP's informed of the progress of their referrals throughout the process
• To support Health Care Professionals, patients, their families and carers to resolve problems and concerns and to respond in a sympathetic manner to requests for assistance
• To manage difficult clients, including those that may be distressed
• Maintain a comprehensive working knowledge of District Nursing and other Community Services, understanding critical calls to enable urgent messages to be passed promptly
• On a weekly basis liaise with all Community Nursing staff to determine the 'on-call' rota for weekends and Bank Holidays. Inform Queen Mary's Hospital and other agencies of who will be available 'on-call' for these periods
• Provision of on-the-job training to new and bank staff
• To be the main point of contact for GP's and other Health Care Professionals redirecting to other related services as necessary
• To prepare and maintain excel spreadsheets and create word documents
• To process incoming mail for the team in a timely manner. To deal with routine correspondence by replying or redirecting as appropriate
• To create referrals for service users and/or to enter messages or updates onto patient notes directly into clinical systems (Rio)

Person specification

evidence of use of IT pachages

Essential criteria

• Competent with range of IT packages and computer user

Desirable criteria

• Uses a range of computer programmes with ease

undertaken admin role in past

Essential criteria

• Worked in admin capacity in the past using IT packages and phone user

Desirable criteria

• Worked in healthcare admin setting before competently

communication skills

Essential criteria

• Demonstrates excellent team work and communication skills

Desirable criteria

• Demonstrates communication skills

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

If you have declared you are part of the armed forces community, you may be asked to provide evidence during the recruitment process. If you misrepresent this information, your offer may be withdrawn. For Armed Forces specific support, see our webpage: https://oxleas.nhs.uk/armed-forces-community/

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

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