Job summary
This is an exciting opportunity to join the Therapy & Rehabilitation Administration Team . We are looking to recruit a confident, enthusiastic and self motivated individual on a full time basis.
This post will require you to work in a busy environment with another Clinical Support Officer and other members of the A&C teams to ensure consistency and idea sharing across sites to support our services.
Working as part of a team the post holder will support the provision of comprehensive secretarial and administrative functions to the Therapy and Rehabilitation Services Directorate, to allow the smooth and efficient performance of duties to make a direct and positive contribution to the work of the team.
The post holder must organise their own workload and be proactive in supporting colleagues with administration services within the Directorate. As part of the role, administration support will include support with process management, diary management, administration assistance with ongoing projects, organisation of meetings and taking minute taking.
The role may also require some cross site working, although the base will be at QMC.
Main duties of the job
In addition to the below summary please familiarize yourself with full Job Description and Person Specification documents attached to this advert.
Provide a comprehensive and proactive administration service
Production of letters/documents using copy typing and/or templates
Arrangement and administration support of meetings where required
Support the Directorate recruitment processes
Production and dissemination of information
Data collection and recording
About us
The Therapies Administration team is part of the Therapies and Rehab Services Directorate, within the Clinical Support Division at NUH. We provide administration support to registered AHP professionals comprising of Physiotherapists, Dietitians, and Occupational Therapists, There is wide variety of registered staff on hand and our admin teams are experienced, knowledgeable and supportive, we also have our A&C Service manager to provide professional support where needed by pathway admin teams so you would benefit from support from many years of a wide variety of experience.
Job description
Job responsibilities
Provide comprehensive administration support to Therapy staff
Produces letters/documents, clinical papers and material for publication as required, from either audio, copy typing or shorthand. Creates correspondence as appropriate from predefined templates.
Contributes with the management and updating of the diaries of relevant staff, arranging appointments and meetings if required, locating suitable venue and informing attendees.
Assist with arranging and co-ordinating multidisciplinary team and departmental meetings.
Responsible for the tracking and retrieval of student information across the department as required.
Contribute to the production of departmental induction packs and standard operating procedures for staff where appropriate, working from defined guidelines.
Production and dissemination of staff communications such as newsletters, trust briefing reports.
Provide administration support to clinicians for course bookings and support the business unit with ensuring income for courses is captured.
Lead on collation of data relating to student activity within the department.
Support the Therapy Governance Support Lead with department intranet and internet maintenance.
Use judgement and initiative to prioritise the importance/urgency of particular requests within specialty defined guidelines.
To undertake other specialty specific duties in accordance with Trust policies and procedures.
Assist in dealing with incoming correspondence and facilitating prompt action on results/reports.
Assist in maintaining administrative systems/databases for data collection for use with audit purposes where appropriate.
Supporting recruiting managers with the recruitment processes from advert to appointment of staff to include the processing of appointment and change forms and induction processes
Management of systems to support staff and students eg inputting of data
To support new staff.
Job description
Job responsibilities
Provide comprehensive administration support to Therapy staff
Produces letters/documents, clinical papers and material for publication as required, from either audio, copy typing or shorthand. Creates correspondence as appropriate from predefined templates.
Contributes with the management and updating of the diaries of relevant staff, arranging appointments and meetings if required, locating suitable venue and informing attendees.
Assist with arranging and co-ordinating multidisciplinary team and departmental meetings.
Responsible for the tracking and retrieval of student information across the department as required.
Contribute to the production of departmental induction packs and standard operating procedures for staff where appropriate, working from defined guidelines.
Production and dissemination of staff communications such as newsletters, trust briefing reports.
Provide administration support to clinicians for course bookings and support the business unit with ensuring income for courses is captured.
Lead on collation of data relating to student activity within the department.
Support the Therapy Governance Support Lead with department intranet and internet maintenance.
Use judgement and initiative to prioritise the importance/urgency of particular requests within specialty defined guidelines.
To undertake other specialty specific duties in accordance with Trust policies and procedures.
Assist in dealing with incoming correspondence and facilitating prompt action on results/reports.
Assist in maintaining administrative systems/databases for data collection for use with audit purposes where appropriate.
Supporting recruiting managers with the recruitment processes from advert to appointment of staff to include the processing of appointment and change forms and induction processes
Management of systems to support staff and students eg inputting of data
To support new staff.
Person Specification
Training & Qualifications
Essential
- Educated to GCSE level, with grade C or above in English and maths
- NVQ level 3 in relevant field or equivalent experience
- Experience in using Microsoft Word, Excel, Outlook
Experience
Essential
- Previous experience of a variety of professionals in a complex organisation
- Experience in a customer care role
- Recent experience in a clerical / administration role
Desirable
- Understanding of processes within the NHS
- Knowledge of hospital systems
Communication and relationship skills
Essential
- Demonstrates ability to provide and receive routine information, which may sometimes be sensitive or complex.
- Able to communicate information using a variety of written and verbal communication skills.
- Demonstrates clear listening and oral communication skills
- Friendly and Professional manner
- Maintains sensitivity and empathy in communication with patients / staff
- Provides and receives information which requires tact and persuasive skills where there are barriers to communication
- Uses correct grammar and spelling
- Can complete letters / forms / reports / tables using computerised technology from information collected
- Understands and practices the principles of confidentiality
- Ability to work as a team
- Ability to work under pressure
- Assertive, confident and self motivated
Analytical and Judgement skills
Essential
- Ability to work under pressure and work to deadlines
- Ability to problem solve
- Effective judgment skills for decision making
- Recognise own limitations and when to escalate issues
Planning and organisation skills
Essential
- Ability to work on own initiative
- Proven ability to use procedures for SOPs
- Ability to prioritise tasks and work to deadlines
Physical skills
Essential
- Good keyboard skills
- Accuracy for inputting confidential information
Other requirements
Essential
- Must be able to work flexibly across campuses
Person Specification
Training & Qualifications
Essential
- Educated to GCSE level, with grade C or above in English and maths
- NVQ level 3 in relevant field or equivalent experience
- Experience in using Microsoft Word, Excel, Outlook
Experience
Essential
- Previous experience of a variety of professionals in a complex organisation
- Experience in a customer care role
- Recent experience in a clerical / administration role
Desirable
- Understanding of processes within the NHS
- Knowledge of hospital systems
Communication and relationship skills
Essential
- Demonstrates ability to provide and receive routine information, which may sometimes be sensitive or complex.
- Able to communicate information using a variety of written and verbal communication skills.
- Demonstrates clear listening and oral communication skills
- Friendly and Professional manner
- Maintains sensitivity and empathy in communication with patients / staff
- Provides and receives information which requires tact and persuasive skills where there are barriers to communication
- Uses correct grammar and spelling
- Can complete letters / forms / reports / tables using computerised technology from information collected
- Understands and practices the principles of confidentiality
- Ability to work as a team
- Ability to work under pressure
- Assertive, confident and self motivated
Analytical and Judgement skills
Essential
- Ability to work under pressure and work to deadlines
- Ability to problem solve
- Effective judgment skills for decision making
- Recognise own limitations and when to escalate issues
Planning and organisation skills
Essential
- Ability to work on own initiative
- Proven ability to use procedures for SOPs
- Ability to prioritise tasks and work to deadlines
Physical skills
Essential
- Good keyboard skills
- Accuracy for inputting confidential information
Other requirements
Essential
- Must be able to work flexibly across campuses
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).