Clinic Administrator

Job Overview To provide high quality administrative support to Ealing Specialist children Services working with Ealing Community Partners (ECP), managing all referrals and calls through a single point of access (SPA). Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024." As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form. Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE). For further info please visit: Skilled Worker visa: Overview - GOV.UK

Main duties of the job Administrators will check patient eligibility, register referrals in service specific SystmOne units and where appropriate, will arrange clinical triage and/or book appointments via telephone. Call handling via the Single point of access (SPA) is a major part of the role as this is the main telephone service for patients arranging an appointment or enquiring about their care. Administrators are responsible for formatting and sending out correspondence to patients which will include clinic reports and appointment letters, confirmation and reminder SMS's.

Working for our organisation We are offering the opportunity to work in a supportive and friendly environment where supervision, Performance Review and appraisals form part of our ongoing development for staff. We strive to provide high quality administration and care to patients and carers who use our service. We reserve the right to close this advert early if we receive a high volume of applications. Please apply as soon as possible.

Detailed Job Description And Main Responsibilities To deal with telephone enquires from health professionals and services users and their families, carers and team members, some of whom are anxious or have cultural or language difficulties. To process service specific referrals within the timeline agreed to avoid breaches To provide information and advice to service users, over the telephone, face to face and/or in writing. To deal with telephone enquiries in an informed and sympathetic manner, taking and passing on messages promptly and action where necessary. To regularly access generic email systems responding to and actioning queries. To provide administrative cover where required across ECP services. To be able to meet deadlines and manage time effectively. To book interpreters where required to ensure equity of access for patients. To format and send out clinic letters and reports as appropriate including test results. To undertake any other task as required commensurate with the grading of this post. To cover front of house (reception) which may include opening and closing of the reception area.

Person specification Qualifications & Experience Essential criteria GCSE or equivalent in Maths or English Experience Essential criteria Experience of working in an administrative capacity Understanding of Inclusion and Diversity Understanding of Data Protection Knowledge of the database System 1 Desirable criteria Experience of working in an NHS setting Knowledge and skills Essential criteria Good knowledge of Microsoft office suite of programs Ability to problem solve and act on own initiative Ability to deal with difficult/emotional callers Desirable criteria Knowledge of the SystmOne database Personal Qualities Essential criteria Self motivator Corporate loyalty & behaviour Good team player Desirable criteria Capacity to manage a demanding workload