Speech and Language Therapy Admin Assistant

Job responsibilities

Provide administrative support to the Childrens SALT team in the locality this includes maintaining stock and ordering equipment, receiving messages and using judgement to determine appropriate action.

Supporting therapists to prepare for training or therapy materials.

Carry out department I.T. administration tasks as required.

Schedule, manage, negotiate, arrange and amend appointments and clinics working within established guidelines. This will include dealing with telephone and direct enquiries from patients, schools/nurseries, GPs and staff on a daily basis.

Knowledge, Skills and Experience

Administration tasks will include producing clinic letters, inputting information into databases.

Communicate with patients, Schools/Nurseries, SALT staff, Consultants, G.Ps, other healthcare professionals and local authorities to maintain an efficient and professional service.

Use and management of system (Lorenzo) in order to maintain the smooth running of the service and treatment of patients.

Open and distribute departmental post, prioritising tasks that require urgent attention and ensure relevant documentation is acted on promptly and appropriately.

Liaise with colleagues to order supplies/stock for the department, through the appropriate systems. Receive and sign for items delivered to the service and ensure their appropriate distribution. Keeping accurate records and tracking delivery of goods.

Retrieve telephone messages relaying information and following up as necessary ensuring that all enquiries are handled with tact, diplomacy and using sound judgement to determine the appropriate action.

Deal sensitively and compassionately with information received in confidence, most of which may be highly confidential in line with the Trusts Information Governance policy.

Be responsible for the facilities within the administrative area reporting any defects to senior staff and the facilities maintenance department. To monitor and chase completion of booked work.

Liaise with referrers and parents.

Maintain patient confidentiality at all times in accordance with the data protection act.

Photocopying, filing, emailing and disposal of confidential waste.

Prioritise and manage own workload independently taking account of the unpredictable nature of the workload, the requirement to work to tight deadlines and the need to adapt to constant interruptions.

Measurable Result Areas

Competent to use the Trusts IT system to register, view and retrieve patient information, on behalf of the SALT staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend therapy appointments and clinics.

To enter relevant information, in an accurate and timely manner. (i.e. patient demographic, appointment details and scheduling data.

Provide induction training on the day-to-day processes to new administrative / booking staff. To provide continuous support and advice to less experienced members of the administrative team.

Act on own initiative in the absence of Senior SALT staff to resolve any patient queries / problems, fill vacant appointments, maximise clinic capacity and use resources variably.

Qualifications

Essential

• GCSE or equivalent in Maths & English at grade C or above
• RSA or NVQ level 3 or equivalent experience

Desirable

• Trained in use of Lorenzo IT system

Experience

Essential

• Experience of reception duties
• Significant experience working with the public
• Significant experience of working as part of a team

Desirable

• Experience of working in a healthcare environment
• Knowledge of medical terminology

Skills

Essential

• Competent IT skills
• Knowledge of a computerised booking / appointment system
• Ability to comprehend and work within the Trust Policies of Data Protection, Equal Opportunities and Health and Safety
• Ability to cope working in a stressful environment and with emotional or aggressive patients and carers
• Excellent command of the English language
• Excellent written, verbal and nonverbal communication skills
• Good negotiating skills
• Ability to multitask
• Excellent telephone manner

Desirable

• Understanding of therapy role and terminology

Personal Qualities

Essential

• Organised and able to prioritise
• Flexible and reliable
• Able to work effectively under pressure and frequently difficult / distressing circumstances
• Able to work on their own but also as part of a team
• Empathetic
• Good problem-solving skills

Other

Essential

• Ability to work within call-centre conditions with constant interruptions
• Flexible approach with ability to work flexibly

Desirable

• Independent means of transport

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.

Certificate of Sponsorship

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).