Central and North West London NHS Foundation Trust
Adult and Children Single Point of Access (SPA) Administrator
The closing date is 14 April 2026
At CNWL Milton Keynes (MK), we are entering an exciting period of transformation as we bring together our administrative teams from across Adult and Children’s Community Health Services. Our vision is to build a modern, future‑focused administrative service—one that embraces technology, strengthens our workforce, and creates resilient, empowered teams dedicated to delivering an excellent experience for patients, parents and carers.
We are recruiting several full‑time and part‑time Administrators to join our Single Points of Access (SPA) for both Adult and Children’s services. Working hours are available 7 days per week Monday to Friday 8 am‑8 pm, Saturday and Sunday 8 am‑4 pm.
These roles are a vital part of the front‑end service for Milton Keynes Community Health Services. You will join a highly motivated and supportive administrative team that plays a key role in ensuring our services run smoothly and efficiently. The Adult and Children’s SPAs provide a crucial link between patients, carers, healthcare professionals and CNWL clinical services, acting as both an internal and external point of contact.
Our SPAs manage all incoming communications from service users and professionals, coordinating referrals, supporting appointment management, and ensuring enquiries are handled promptly, professionally and with compassion.
Main duties of the job
MAIN DUTIES AND RESPONSIBILITIES Adult SPA – please see main job description, some examples below:
* Answer telephone calls, dealing with general enquiries from service users, GPs and other external agencies in a courteous and proficient manner; direct callers to clinical staff when appropriate following locally agreed pathways.
* Book appointments for clinical staff and maintain records, electronic and paper, which may be confidential and of a sensitive nature.
* Answer and deal with queries, both face‑to‑face and via telephone; take messages and pass them on to the relevant member of staff in an appropriate and timely manner.
* Book and manage appointments for service lines as per local policy and processes.
* Receive referrals to the service and allocate work to teams and individual clinical staff based upon agreed allocation tools.
* Create, update and maintain clinical records in line with Information Governance, Service and Clinical System guidance.
* Produce information packs where required for the service lines.
* Perform general administrative tasks such as copy typing, scanning, faxing, photocopying and printing.
Job responsibilities
* Answer telephone calls, dealing with general enquiries from service users, GPs and other external agencies in a courteous and proficient manner; direct callers to clinical staff when appropriate following locally agreed pathways.
* Make telephone calls from the SPA to service users, other external agencies and health-care professionals as appropriate.
* Book appointments for clinical staff in line with locally agreed workflows and pathways.
* Maintain and update electronic patient records in a timely manner to provide current, accurate data, recording and logging clinical data, appointments, demographic information updates and other data as required; data input in line with Information Governance, Service and Clinical System guidance.
* Use the Trust’s preferred electronic patient record system—currently SystmOne—including referral process, tasking, use of tabbed journal, appointment system, templates and presets; may involve some basic reporting functions.
* Use Excel spreadsheets to support overall administrative processes.
* Receive referrals into the service and process them following agreed workflow; make referrals out of the service to external organisations, as appropriate, following agreed pathways.
* Follow agreed workflows around processing highly confidential and sensitive patient information relating to child safeguarding.
* Follow agreed workflows around processing sensitive patient information in response to child death notifications.
* Allocate work to individual clinical staff and teams based upon agreed allocation tools and pathways.
* Deal with internal and external communications via post and e‑mail on a day‑to‑day basis, including sensitive safeguarding workstreams that must be dealt with in a timely manner following the agreed workflow and locally agreed processes.
* Answer or deal with queries, both face‑to‑face and via the telephone; take messages and pass them on to the relevant member of staff via the electronic patient record system following locally agreed protocols.
* General administrative tasks such as typing, scanning, photocopying and printing.
* Attend and take part in team and service meetings as appropriate.
* Attend and take part in regular management supervision sessions and appraisals with line manager.
* Participate in all mandatory training and required training programmes in a timely manner as required by the Trust maintaining compliance.
* Maintain strict confidentiality at all times in line with agreed Trust and NHS policy.
* Be a flexible and supportive member of the team and provide appropriate cover as and when required.
* Carry out any other duties, as required, to meet the demands of the service.
* Support clinical staff within the clinic setting ensuring that attendance registers are maintained on clinical records systems.
* Work within the Milton Keynes Safeguarding Children code of practice and procedures.
* Report and refer any concern regarding child protection to the relevant clinician following locally agreed process.
* Maintain a professional manner and appearance in line with Trust policies.
* Have an awareness and understanding of infection prevention and control matters relating to children and young people.
* Demonstrate and train staff within the remit of your role.
Person Specification
Education
* Good level of education up to GCSE Level English and Mathematics.
* Evidenced computer skills and relevant qualifications or demonstrable experience.
Knowledge and Experience
* Experience of office administration.
* Experience of organising and prioritising your own workload.
* Experience of working with SystmOne in the management of patient records.
* Demonstrated awareness of issues around confidentiality and information sharing and data protection.
* Be competent in use of Microsoft Word, Excel, PowerPoint & Outlook.
* Excellent listening and communication skills with the ability to empathise.
* Have a professional telephone manner.
* Ability to undertake liaison with other agencies as appropriate.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and 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.
Central and North West London NHS Foundation Trust
£25,760 to £27,476 a year (pro rata if P/T)
#J-18808-Ljbffr