Band 3 Therapies Team Administrator

Job description

Job responsibilities

This will include:

• To manage own workload.
• To maintain and manage workload in an environment which can be unpredictable, where there are frequent interruptions e.g. answering phone calls, responding to staff queries and rescheduling and prioritising as required.

To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual leave and sickness records.

• To arrange appointments/meetings as directed by the lead therapists and support with diary management.

To carry out secretarial duties effectively to include: Word-processing; excel documents; e-mail; internet searches; use of printers; construction of own letters and those on behalf of the lead therapists; take dictation and produce accurate documents, spreadsheets and tables.

To ensure the efficient distribution of all post and other documents received. This includes the opening and distribution of all mail addressed to the therapy leads, making judgements about the appropriateness for forwarding information and referring on to other staff or agencies.

Workforce

To take responsibility for coordinating, collecting, compiling and maintaining accurate workforce information on the e-rostering system, including annual entitlements, weekend/bank holiday shifts, annual leave and sickness records.

To collate and report therapy performance indicators, monthly and ad hoc as necessary.

To maintain trackers for staff sickness, Freedom of Information Requests (FOIs), Complaints, mandatory training and appraisal.

To organise and update confidential staff files.

To maintain and organise the induction packs for all new starters.

To be responsible for part of the departmental induction for all new staff.

Communications and Relationships

To liaise with the recruitment department and HR to assist with recruitment regarding:

o Advertisements for posts

o Job descriptions

o Start dates

o And to obtain references when necessary.

To liaise with locum agencies and the Trust Bank regarding temporary staff and keep appropriate records.

To prepare paperwork and record minutes of meetings in the department necessary and to forward the minutes to all interested parties including outside agencies.

To receive and make telephone calls on behalf of the lead therapists.

To receive telephone enquiries, answer any queries if possible and refer on as necessary.

Provide non-clinical advice to members of the public and staff.

To organise room bookings for therapy teams and external staff to use.

To greet and deal with personal callers to the therapies department.

General duties

To establish and maintain effective communication through all media with all staff.

To manage the production and circulation of general mailings from the department

To maintain all area policies and procedures for the department, as required.

To support with the day to day oversight of the department such as helping to keep the department tidy, organised, secure and well-managed.

To maintain the filing system, making improvements where necessary.

To maintain all therapy notice boards and ensure they are kept up to date and out of dates posters/information removed.

To ensure the staff photo board is kept up to date with new starters and leavers details removed.

To organise manual orders and other controlled documentation and keep appropriate records.

To update and maintain appropriate department spreadsheets and the e-rostering system.

To develop, design, manage and maintain departmental databases and any others required by the department.

To organise and maintain stationery supplies.

To ensure confidentiality at all times on all matters relating to patient and personnel information.

To maintain, issue and organize the uniform allocation for therapists working with the Therapies co-ordinator to arrange orders when required

To work closely with the other therapy Administrator(s) to assist the smooth running of the secretarial and administrative provision including providing cross site cover as necessary.

To deputise for the Therapies co-ordinator in their absence as required.

To carry out any other duties as may reasonably be expected by the lead therapists.

Person Specification

Qualifications & Training

Essential

• oGood standard of education NVQ 2 or equivalent
• oGCSE English Language or equivalent
• oClear handwriting and spelling

Desirable

• oNVQ Business Administration - Level II or equivalent
• oRSA II
• oCertificate in Office
• oICare Trained

Experience

Essential

• oPrevious experience of working in a busy environment
• oPrevious experience in an admin role

Desirable

• oPrevious experience of working in a busy environment in a healthcare setting
• oExperience on the ICare System and Electronic Discharge Summaries System
• oPrevious experience of minute taking

Knowledge & Skills

Essential

• oBasic computer literacy (Word, Excel, PowerPoint)
• oGood organisational and administration skills
• oGood customer care skills
• oEffective communication skills

Desirable

• oAbility to prioritise a busy 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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

Lewisham High St

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)