About us:
The Family Psychologist is a multidisciplinary assessment and support service, providing a unique and comprehensive range of mental health, neurodevelopmental and educational services for children, young people and adults. We value collaboration, reflective practice and creating a supportive environment for both the individuals we work with and our team. As a growing and passionate service, we are committed to delivering compassionate, high-quality care and providing a gold standard experience for every individual and family who accesses our service.
The Role: SPA (Single Point of Access) Coordinator
The SPA Coordinator is a key administrative role within the service, acting as the central point of access for all referrals into The Family Psychologist. You will be responsible for managing referrals from receipt through to allocation to the clinician, ensuring individuals and families receive a responsive, organised and compassionate experience throughout their journey.
You will regularly liaise with individuals, families, referrers and professionals via telephone, email and other electronic communication to provide updates, gather information and ensure referrals progress efficiently. You will work closely with the wider multidisciplinary team to coordinate pathways, maintain accurate records and support the smooth running of the service.
This is a varied role requiring excellent organisational skills, attention to detail, empathy and the ability to manage multiple priorities whilst maintaining a high standard of client care.
Working hours are 40 per week, with a paid lunch break – Monday - Friday 9am – 5pm.
Consideration of one working from home day after successful probation period.
Key Duties & Responsibilities
- Act as the Single Point of Access (SPA) for all incoming referrals, ensuring they are processed accurately, efficiently and in line with service procedures. Working alongside a team of other coordinators and clinicians.
- Co-ordinate referrals from receipt through to allocation, monitoring progress and ensuring agreed timescales are met wherever possible.
- Liaise sensitively with individuals, families, carers and professionals to gather information, provide updates and support them through the referral process.
- Build positive working relationships with GPs, schools, local authorities, healthcare professionals and partner organisations to facilitate effective referral pathways.
- Monitor referral inboxes and electronic systems, ensuring correspondence is actioned promptly and appropriately.
- Manage and maintain waiting lists, supporting equitable and timely access to assessments and interventions.
- Register new clients and maintain accurate electronic records in accordance with practice protocols and information governance requirements.
- Prepare, update and maintain confidential records, ensuring all documentation is accurate and compliant with GDPR.
- Undertake data entry, scanning and general administrative duties to support the clinical service.
- Attend team meetings and contribute to service development and continuous quality improvement.
- Provide administrative support and cover for colleagues during periods of annual leave or sickness.
- Maintain strict confidentiality of all client and practice information.
- Adhere to safeguarding, GDPR, information governance and all organisational policies and procedures.
- Promote the values of acceptance, inclusivity, equality and diversity in all aspects of the role.
- Follow health and safety procedures and report any incidents or concerns appropriately.
Key Competencies
Essential
- Previous experience in an administrative, referral coordination or service coordination role.
- Compassionate and professional communication skills when supporting individuals and families.
- Ability to build positive working relationships with a wide range of professionals and agencies.
- Strong attention to detail and commitment to maintaining accurate records.
- Ability to work independently whilst contributing positively within a multidisciplinary team.
- Excellent written and verbal communication skills.
- Ability to manage sensitive and confidential information appropriately.
- Calm and resilient when managing competing priorities and changing demands.
- Strong IT skills, including Microsoft Word, Excel, Outlook and Teams.
- Ability to quickly learn new systems and processes.
- Problem-solving skills with the ability to identify issues and respond proactively.
- Commitment to providing an excellent experience for individuals accessing the service.
- Flexible, adaptable and motivated to support ongoing service development.
Desirable
- Experience working within healthcare, mental health or neurodevelopmental services.
- Knowledge of NHS referral pathways and multidisciplinary working.
- Understanding of autism, ADHD, neurodiversity and learning disabilities.
- Experience using electronic patient record or case management systems.
- Knowledge of safeguarding and information governance principles.
This is a rewarding role with an attractive benefits package, including:
· 33 days annual leave, plus bank holidays and paid Christmas close down.
· Full BUPA cover, Life Assurance and wellbeing scheme.
· Salary sacrifice pension.
· Team away days and fun events.
· Free parking.
You must have the right to work in the UK.
Pay: £25,760.00-£27,476.00 per year
Benefits:
- Company events
- Company pension
- Free parking
- Life insurance
- On-site parking
- Private medical insurance
- Work from home
Experience:
- administrative, referral coordination : 2 years (required)
- working with sensitive data: 2 years (required)
Work Location: In person
