Job Description

We are pleased to offer an opportunity to join the Barnet 0 - 19 Children and Young People's Service during the ongoing transformation project to improve the service we provide to our community.
The successful candidate will join the Barnet Single Point of Contact (SPOC) administrative team. The post holder will work closely with the Health Visiting, School Nursing and Safeguarding services, providing an excellent administrative service and acting as the first contact for parents into the service.
The post holder will have previous experience of working in the provision of excellent customer care, including the maintenance of electronic records and be proficient using various Microsoft packages such as Excel, Word and Outlook. You should possess well-developed communication skills, work well within a team, be flexible and be able to multi task. Experience of working in an NHS environment would be desirable, though not essential.
The post holder will also register referrals, upload documents, book and reschedule appointments for all patients and deal with calls coming into the service from our duty line. This operates Monday to Friday 9am - 5pm.
Main duties of the job

• Answer calls from the Single Point of Contact phone line and assisting patients with their queries.
• Book clinics and appointments and manage cancellations or amendments in a timely manner.
• Manage a shared inbox, responding to queries, uploading documents and escalating when necessary.
• Registering patients and maintaining health records as required and according to local SOPs.
• Utilise SystmOne / Rio patient record systems to enter and retrieve patient data ensuring all details are accurately recorded in a timely manner.

About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Date posted
24 February 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
xc2xa328,622 to xc2xa330,225 a year per annum inclusive of HCAS
Contract
Permanent
Working pattern
Full-time
Reference number
220-WHT-2946
Job locations
Winston House
Dollis Park
London
N3 1HG
Job description
Job responsibilities
Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.
Maintain accurate health records, using SystmOne/Rio systems for data entry and retrieval.
Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.
Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs.
Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.
Maintain accurate health records, using SystmOne/Rio systems for data entry and retrieval.
Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.
Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs. For further details of and Person Specification, please read the attached document. Job description
Job responsibilities
Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.
Maintain accurate health records, using SystmOne/Rio systems for data entry and retrieval.
Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.
Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs.
Process new referrals per local SOPs, book/manage appointments, and handle cancellations/amendments promptly.
Maintain accurate health records, using SystmOne/Rio systems for data entry and retrieval.
Confirm appointments, ensure patient data integrity, and collaborate with teams to prepare clinic notes and necessary clinical information.
Generate clinic letters and reports as required. Handle photocopying/scanning, manage issues with staff/clients, and arrange interpreters for appointments as per SOPs. For further details of and Person Specification, please read the attached document.
Person Specification
Education/Qualifications
Essential

• Good literacy and numeracy, general education
• Education to NVQ3 in admin or equivalent combination of NVQ2, courses and experience.

Experience
Essential

• Ability to create and structure office systems e.g. Filing, stationery and equipment ordering
• Excellent verbal and written skills
• Demonstrates excellent customer service skills
• Able to prepare routine correspondence independently, self-motivated
• Good organisational skills, able to use own initiative to plan and prioritise own workload to meet deadlines
• Ability to work effectively in a team
• Excellent attention to detail
• Ability to work and adapt to a changing environment
• Ability to work autonomously and to Standard Operating Procedures
• Reliable, flexible and adaptable
• Creative and innovative
• Ability to stay calm and focused
• Understanding of the need for confidentiality

Knowledge, Skills and Abilities
Essential

• Secretarial/administrative experience in an office environment
• Experience of working with the 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
• Understanding of using SystmOne / Rio
• Competent in the use of Microsoft office (e.g. Word, PowerPoint, Excel, and Outlook)

Personal Qualities
Essential

• Must have ability to build professional and personal credibility
• Must have ability to recognise own need for support and supervision
• Able to exercise initiative
• Self-motivated
• Work flexibly to address the needs of the service

Person Specification
Education/Qualifications
Essential

• Good literacy and numeracy, general education
• Education to NVQ3 in admin or equivalent combination of NVQ2, courses and experience.

Experience
Essential

• Ability to create and structure office systems e.g. Filing, stationery and equipment ordering
• Excellent verbal and written skills
• Demonstrates excellent customer service skills
• Able to prepare routine correspondence independently, self-motivated
• Good organisational skills, able to use own initiative to plan and prioritise own workload to meet deadlines
• Ability to work effectively in a team
• Excellent attention to detail
• Ability to work and adapt to a changing environment
• Ability to work autonomously and to Standard Operating Procedures
• Reliable, flexible and adaptable
• Creative and innovative
• Ability to stay calm and focused
• Understanding of the need for confidentiality

Knowledge, Skills and Abilities
Essential

• Secretarial/administrative experience in an office environment
• Experience of working with the 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
• Understanding of using SystmOne / Rio
• Competent in the use of Microsoft office (e.g. Word, PowerPoint, Excel, and Outlook)

Personal Qualities
Essential

• Must have ability to build professional and personal credibility
• Must have ability to recognise own need for support and supervision
• Able to exercise initiative
• Self-motivated
• Work flexibly to address the needs of the service