Job summary
The Single Point of access (SPA) Administrator works as part of the 0-19 services, providing first point of
contact to users, partners, clinical duty staff and locality clinical teams.
The Central administration team will respond to calls and emails for the 0-19
service. The SPA administrator will work alongside other team members and will
administer and deliver a central booking system for clinic appointments and
provide administrative support to the Health Visiting (HV) and School Nursing
clinical teams which is vital for accurate and contemporaneous data records
management.
We reserve the right to close this vacancy early if we
receive sufficient applications for the role.
Main duties of the job
The
0-19 service provides a public health service to children, young people, and
their families with a focus on early intervention and prevention, as well as
promoting physical and social wellbeing. We work with local communities, the
whole family, and individual children in different settings e.g. homes,
children's centres, schools and GP surgeries.
About us
Tower Hamlets GP Care Group (The Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.
Read up more about Tower Hamlets GP Care Group, click here: https://www.gpcaregroup.org/
The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.
Click here to know more about Tower Hamlets Together partnership- https://www.towerhamletstogether.com/
The key priorities for the Care Group are:
Innovation and support for primary care
Being a great place to work
Integrating primary and community care
Providing of high-quality cost-effective care to local people
Influencing improvements in health outcomes
Job description
Job responsibilities
Main duties and responsibilities
- Phone management, acting as the first point of
contact into the service, providing initial triage of the call and following
processes to ensure that the information is sent to the right professional.
- SPA Email inbox: receive and respond to referral
request and translate into incoming referrals and registrations for 0-19
services, and directly respond or pass on general request to HVS & SN
clinical staff & mangers.
- Create new EMIS records and inform Health
Visitors/Locality Clinical Managers/Clinical Leads as appropriate of
notifications of Antenatal or New Births.
- Undertake initial new birth contact with
family/parent to check details etc. (confirmation), create new EMIS records
where appropriate.
- Liaise with GP practices for transfers in to ensure
accurate details.
- Follow admin SOPs for child death notifications,
repeat bloodspots, uploading of clinic reports, movements in and out of the
Borough, and school nursing EMIS records transfer for children approaching 5 as
per SOPs.
- Maintain Safeguarding notifications and tracker,
including uploading case reports, and disseminating meeting invites.
- Process ED notifications, ensuring that these have
been clinically triaged by the duty clinician and arranged to follow up as
needed.
- Preparation of new birth pack and emailing to
parents as required or creating hard copies version for Health Visitors to take
with them on visits.
- Undertaking the cross-referencing of school class
list with existing EMIS records for school aged children and creating new
records as required.
- Undertaking the cross referencing of schools
medical list with existing child records and updating as required and creating
new records as required.
- Arranging Doc-mail posting for all letters and
correspondence to parents e.g ASQs Parent Questionnaire for those parents that
require manual questionnaires.
- Administer the centralised appointment system for
all localities, including booking into EMIS diaries for 0-19 staff to undertake
1-1 home visits, clinics and drop-ins at schools and community venues.
- Send out family appointment text reminders before
clinics/HNAs for school nursing.
- Liaising with Children & Family Centres/schools
and other partners as appropriate.
- Monitor and track DNAs for clinics and rebook where
necessary.
- Responsible for up to date housekeeping of service
boxes across 0-19 services within EMIS system.
- Create, develop, maintain, and update EMIS searches
& reports for localities & teams to track performance against monthly /
quarterly targets.
- Monitor and track families that DNA & DNE
through monthly EMIS searches.
- To deal with any queries that the Health Visiting
team may have regarding any child health record, and to deal with this in a
timely manner.
Job description
Job responsibilities
Main duties and responsibilities
- Phone management, acting as the first point of
contact into the service, providing initial triage of the call and following
processes to ensure that the information is sent to the right professional.
- SPA Email inbox: receive and respond to referral
request and translate into incoming referrals and registrations for 0-19
services, and directly respond or pass on general request to HVS & SN
clinical staff & mangers.
- Create new EMIS records and inform Health
Visitors/Locality Clinical Managers/Clinical Leads as appropriate of
notifications of Antenatal or New Births.
- Undertake initial new birth contact with
family/parent to check details etc. (confirmation), create new EMIS records
where appropriate.
- Liaise with GP practices for transfers in to ensure
accurate details.
- Follow admin SOPs for child death notifications,
repeat bloodspots, uploading of clinic reports, movements in and out of the
Borough, and school nursing EMIS records transfer for children approaching 5 as
per SOPs.
- Maintain Safeguarding notifications and tracker,
including uploading case reports, and disseminating meeting invites.
- Process ED notifications, ensuring that these have
been clinically triaged by the duty clinician and arranged to follow up as
needed.
- Preparation of new birth pack and emailing to
parents as required or creating hard copies version for Health Visitors to take
with them on visits.
- Undertaking the cross-referencing of school class
list with existing EMIS records for school aged children and creating new
records as required.
- Undertaking the cross referencing of schools
medical list with existing child records and updating as required and creating
new records as required.
- Arranging Doc-mail posting for all letters and
correspondence to parents e.g ASQs Parent Questionnaire for those parents that
require manual questionnaires.
- Administer the centralised appointment system for
all localities, including booking into EMIS diaries for 0-19 staff to undertake
1-1 home visits, clinics and drop-ins at schools and community venues.
- Send out family appointment text reminders before
clinics/HNAs for school nursing.
- Liaising with Children & Family Centres/schools
and other partners as appropriate.
- Monitor and track DNAs for clinics and rebook where
necessary.
- Responsible for up to date housekeeping of service
boxes across 0-19 services within EMIS system.
- Create, develop, maintain, and update EMIS searches
& reports for localities & teams to track performance against monthly /
quarterly targets.
- Monitor and track families that DNA & DNE
through monthly EMIS searches.
- To deal with any queries that the Health Visiting
team may have regarding any child health record, and to deal with this in a
timely manner.
Person Specification
Knowledge
Essential
- Knowledge of GDPR and Confidentiality.
Qualifications
Essential
- Educated to GCSE level or equivalent experience.
Experience
Essential
- Minimum of one year's experience in a health or office setting, undertaking clerical and administrative work.
Knowledge
Essential
- Knowledge of Microsoft Office, including Excel, PowerPoint, Teams, and Outlook.
Skills and Abilities
Essential
- Able to organise and prioritise workload.
Person Specification
Knowledge
Essential
- Knowledge of GDPR and Confidentiality.
Qualifications
Essential
- Educated to GCSE level or equivalent experience.
Experience
Essential
- Minimum of one year's experience in a health or office setting, undertaking clerical and administrative work.
Knowledge
Essential
- Knowledge of Microsoft Office, including Excel, PowerPoint, Teams, and Outlook.
Skills and Abilities
Essential
- Able to organise and prioritise workload.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.
