Adult and Children Single Point of Access (SPA) Administrator

Working hours are 7 days per week Monday to Friday 8am-8pm, Saturday and Sunday 8am-4pm.

Adult SPA

• Answering telephone calls received into the SPA, dealing with general enquiries from service users, GPs and other external agencies in a courteous and proficient manner to ensure a high standard of service is maintained, directing callers to clinical staff when appropriate following locally agreed pathways.
• Booking appointments for clinical staff and maintaining records, electronic and paper, which may be required by the operational teams; this information may be confidential and of a sensitive nature.
• Answering or dealing with queries, both face to face and via the telephone, taking messages and passing 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.
• Receiving referrals to the service and allocating work to teams and individual clinical staff based upon agreed allocation tools.
• Creation, updating and maintenance of clinical records in line with Information Governance, Service and Clinical System guidance.
• Production of information packs where required for the service lines.
• General administrative tasks such as copy typing, scanning, faxing, photocopying and printing.

Children SPA

• Answering telephone calls received into the SPA, dealing with general enquiries from service users, GPs and other external agencies in a courteous and proficient manner to ensure a high standard of service is maintained, directing callers to clinical staff when appropriate following locally agreed pathways.
• Making telephone calls from the SPA to service users, other external agencies and health care professionals as appropriate.
• Booking appointments for clinical staff in line with locally agreed workflows and pathways.
• Maintaining and updating electronic patient records in a timely manner to provide current, accurate data. This will include recording and logging clinical data, appointments, demographic information updates and other data as required. Data input will be in line with Information Governance, Service and Clinical System guidance. This information is confidential and of a sensitive nature.
• Extensive use and knowledge of the Trust’s preferred electronic patient record system. This is currently SystmOne and will include referral process, tasking, use of tabbed journal, appointment system, templates and pre-sets. There may be some basic reporting functions as appropriate.
• Day to day use of Excel spreadsheets to support overall administrative processes.
• Receiving referrals into the service and processing following agreed workflow. Making referrals out of the service to external organisations, as appropriate, following agreed pathways.
• Following agreed workflows around processing of highly confidential and sensitive patient information relating to children’s safeguarding.
• Following agreed workflows around processing sensitive patient information in response to child death notifications.
• Allocating work to individual clinical staff and teams based upon agreed allocation tools and pathways.
• Dealing with internal and external communications via post and emails on a day to day basis. This will include sensitive safeguarding workstreams that need to be dealt with in a timely manner following the agreed workflow and locally agreed processes.
• Answering or dealing with queries, both face to face and via the telephone, taking messages and passing them on to the relevant member of staff in an appropriate and timely manner 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.
• To maintain strict confidentiality at all times in line with agreed Trust and NHS policy.
• To be a flexible and supportive member of the team and provide appropriate cover as and when required.
• To carry out any other duties, as required, to meet the demands of the service.
• To support the 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.
• To maintain at all times 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.
• To demonstrate to and train staff within the remit of your role.

This advert closes on Tuesday 14 Apr 2026.

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