Job summary
The post holder is responsible for the day to day running of a hub based booking office. In addition they will need to provide accurate and timely administrative support with regard to the booking office functions to the MSk Physiotherapy management team. Working with minimal supervision using own discretion.
This includes overseeing all functions of the booking office including correspondence, diary management, maintaining and managing data collection systems as required, arranging meetings, producing reports as requested, sickness returns, annual leave requests, task sheets and expense claims.
The post requires a great deal of flexibility and a wide range of duties that may vary as the services develop. The post holder will act as an ambassador for the Service.
Main duties of the job
Provide a responsive and approachable function for the MSk Physiotherapy management team, acting as first point of contact for the booking office when appropriate.
Respond to contact from the general public, GPs, internal clinicians, and other health and social care professionals in a helpful and pleasant manner, taking accurate messages where necessary and answering queries where possible.
Oversee incoming post, and emails coming in to the booking office and manage as appropriate.
Carry out all day to day administrative duties required by the MSk Physiotherapy management team, including producing and designing documents, reports, forms and leaflets & arranging meetings as requested.
Oversee annual leave and training for the booking office team, dealing with sickness processes and paperwork, carry out 1:1s and appraisals.
Ensure the timely creation and approval of all expense claims, and appointment, changes and leavers forms for the booking office team.
Ensure archiving of records is arranged to trust policy if required.
This job outline should be treated flexibly and will be amended as the service requirements alter and/or the needs of the position develop.
About us
As an organisation, Somerset NHS Foundation Trust offers employees a wide range of benefits including flexible working, NHS pension scheme, generous annual leave allowance and a commitment to career development.You will be eligible for our Blue Light Card and a wide range of NHS exclusive shopping & leisure discounts.We are proud of our skilled, diverse workforce and as an inclusive employer we welcome applications from all backgrounds.Working in Somerset enables you to enjoy the idyllic countryside, areas of outstanding beauty and stunning coastlines whilst still only being a stone's throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable.Somerset offers the countryside and the cosmopolitan -- there is truly something for everyone!
Job description
Job responsibilities
Please see the attached Job Description & Person Specification. Key elements in addition to those listed above are:
To train, supervise and performance manage more junior staff
To contribute to the induction and training of staff
Be able to accommodate change in a rapidly changing environment and encourage team members to embrace necessary change. Have a positive attitude to challenges and provide solutions as required.
Undertake any necessary skills training, professional updates and mandatory training as appropriate to the post.
To help maintain good communication, liaison and working arrangements with the departments and the Service, and the wider Trust directorates, and other trusts and agencies.
To undertake completion of data entry, including monthly reports and collating of audit results as required. To be fully conversant with the IT systems used by the service & to support all members of staff with IT queries, following up more complex problems with the IT help desk/other agencies.
The post involves frequent unforeseen interruptions which may require immediate assessment and action.
Job description
Job responsibilities
Please see the attached Job Description & Person Specification. Key elements in addition to those listed above are:
To train, supervise and performance manage more junior staff
To contribute to the induction and training of staff
Be able to accommodate change in a rapidly changing environment and encourage team members to embrace necessary change. Have a positive attitude to challenges and provide solutions as required.
Undertake any necessary skills training, professional updates and mandatory training as appropriate to the post.
To help maintain good communication, liaison and working arrangements with the departments and the Service, and the wider Trust directorates, and other trusts and agencies.
To undertake completion of data entry, including monthly reports and collating of audit results as required. To be fully conversant with the IT systems used by the service & to support all members of staff with IT queries, following up more complex problems with the IT help desk/other agencies.
The post involves frequent unforeseen interruptions which may require immediate assessment and action.
Person Specification
Qualifications
Essential
- Good standard of education with English and Maths to GCSE standard or equivalent
Desirable
- Knowledge of IT systems relevant to the role
- ECDL or equivalent
- NVQ Level 3 in Business/Admin or equivalent
Experience
Essential
- Previous administrative experience
- Proven ability to work unsupervised and using own initiative
- Excellent communication skills in all formats
- Good organisation skills
- Flexible with working hours
- Ability to work well under pressure
- Ability to work as part of a team as well as independently
- Ability to prioritise and work to deadlines
Desirable
- Previous health related administration experience
- Experience of developing and maintaining databases
- Understanding of the MSk Physiotherapy Service
Additional Criteria
Essential
- Willingness to use technology to improve departmental processes and standards of care and support to our patients
- Access to vehicle for travelling with the Trust boundaries, with appropriate business insurance cover.
- Act in ways that support equality and promote diversity
Person Specification
Qualifications
Essential
- Good standard of education with English and Maths to GCSE standard or equivalent
Desirable
- Knowledge of IT systems relevant to the role
- ECDL or equivalent
- NVQ Level 3 in Business/Admin or equivalent
Experience
Essential
- Previous administrative experience
- Proven ability to work unsupervised and using own initiative
- Excellent communication skills in all formats
- Good organisation skills
- Flexible with working hours
- Ability to work well under pressure
- Ability to work as part of a team as well as independently
- Ability to prioritise and work to deadlines
Desirable
- Previous health related administration experience
- Experience of developing and maintaining databases
- Understanding of the MSk Physiotherapy Service
Additional Criteria
Essential
- Willingness to use technology to improve departmental processes and standards of care and support to our patients
- Access to vehicle for travelling with the Trust boundaries, with appropriate business insurance cover.
- Act in ways that support equality and promote diversity
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.
