Administrative and Clerical Officer; SPA BEX

Overview

Important Sponsorship Information for this post:
We are unable to offer a certificate of sponsorship for this post.

4 x FTC posts for 15 Months (With possible extension and opportunity to join the Bank)

Operational

Hours:

7:30am–7:00pm (currently operating 7:30am–5:30pm), Monday to Friday.

After successful completion of training, one variable work-from-home day may be available, alongside a 4‑day working week rota pattern—subject to operational needs.

Base: QMH Acorns and other Trust site

This post sits within the Admin Team supporting the Children’s Specialist Community Services Single Point of Access (SPA).

SPA receives approximately 130 calls per day, and the role requires participation in call‑centre duties, liaising with service users and healthcare professionals. There is an expectation to manage, resolve, and action calls, alongside completing a range of administrative responsibilities as part of this dual role.

• Creating referrals
• Booking appointments
• Taking messages and handling queries
• Scanning documents and uploading them to the RIO system
• Sending out reports
• Scanning and electronically distributing post
• Routine administration duties
• Reception cover, including meeting and greeting families attending appointments, preparing clinic rooms, waiting-room management
• Respond to incoming calls via SPA call centre and emails and deal with enquiries. Record all messages via RIO accurately ensuring appropriate action is taken and messages passed to the relevant service/clinician
• Liaise with parents, schools, G.P.s and other professionals with regard to administrative duties relevant to client care, e.g., processing new referrals, arranging appointments
• Open, sort and scan post and relevant correspondence
• Scan/upload documents to RIO, using the Trust standards
• Process new referrals and information, recording appropriate data onto RiO
• Book appointments, clinics, meetings, and rooms as required for SCS
• Book interpreter services as required
• Produce clinic appointment letters, book rooms for group therapy and interpreter services as required
• Contact service users with reminders for appointments as required
• Despatch outgoing correspondence via post room, email or hybrid as appropriate
• Input/update information on the database, ensuring quality of data and completeness
• Check waiting list information and prioritise and action accordingly
• Record contacts and actions on RIO according to local policies

• To record contacts and actions on RIO according to local policies
• To process discharged files ensuring accurate inputting of information to the required electronic record systems to facilitate efficient retrieval of files and following Trust policy
• To assist bank or administration support staff in undertaking duties within the team as directed by Admin Team Lead
• To support staff in learning office and reception processes and protocols
• To assist with the caseload administration for SCS clinicians and therapists in the community
• To prepare information for example, client reports, letters, hard copy records/reports for clinics, in line with local policies and procedures
• To assist in processing Data Protection and Subject Access enquiries, e.g. photocopying files, at the request of the Admin Team Lead and task co-ordinator
• To collate, photocopy and distribute reports and other relevant information to parents and professionals, e.g., education staff, G.P.s, internal/external agencies following local policies and procedures, ensuring that the appropriate parental consent has been received
• To despatch outgoing correspondence via post room, email or DOCMAN as appropriate
• To maintain log of specialist clinical equipment, logging issue and return and tracking and actioning schedule of maintenance and testing of the equipment as appropriate to the location
• To maintain a log of equipment held by SPA and loaned to service teams e.g. projectors
• To issue and record on RIO any non returnable equipment and supplies to service users as approved by SCS therapists/clinicians e.g. hearing aid batteries
• To participate in the organisation and coordination of study days or training
• To gather data as requested,…