Job summary
The Childrens Community Physiotherapy team are looking for a motivated, enthusiastic individual to join our friendly team.
To provide a courteous, responsive and effective administrative and clerical support, to the Childrens Physiotherapy team by working efficiently and accurately as part of the administration support team.
Main duties of the job
To be responsible for providing confidential, accurate and efficient clerical and administrative support for the Children's Physiotherapy Team.
To provide efficient and confidential administrative support to theChildren's Physiotherapy team through the maintenance of accurate andup to date data systems, information sharing processes, and effectiveteam working.
Effective liaison with Multi-Agency Partners. To ensure anefficient, effective and economic service for thephysiotherapy department.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job description
Job responsibilities
Knowledge Skills and Experience Required:- Administration tasks will include producing clinic letters, inputtinginformation into databases.- Communicate with patients, Physiotherapy staff, Consultants,G.Ps,other healthcare professionals and local authorities to maintainan efficient and professional service.- File and retrieve patient records within the Therapies Department inorder to maintain the smooth running of the service and treatment ofpatients.- Open and distribute departmental post, prioritising tasks that requireurgent attention and ensure relevant documentation is acted onpromptly and appropriately.- Liaise with colleagues to order supplies/stock for the department,through the appropriate systems. Receive and sign for items deliveredto the service and ensure their appropriate distribution. Keepingaccurate records and tracking delivery of goods.- Retrieve telephone messages relaying information and following up asnecessary ensuring that all enquiries are handled with tact, diplomacyand using sound judgement to determine the appropriate action.- Deal sensitively and compassionately with information received inconfidence, most of which may be highly confidential in line with theTrusts Information Governance policy.- Be responsible for the facilities within the Administrative area reportingany defects to senior staff and the facilities maintenance department.- To monitor and chase completion of booked work.- Liaise with G.P surgeries to resolve patient queries.- Maintain patient confidentiality at all times in accordance with the dataprotection act.- Photocopying, filing, emailing, faxing and disposal of confidential waste.- Prioritise and manage own workload independently taking account ofthe unpredictable nature of the workload, the requirement to work totight deadlines and the need to adapt to constant interruptions.Measurable Result Areas:- Competent to use the Trusts IT system to register, view and retrievepatient information, on behalf of the Physiotherapy staff, as requestedand to use this system to schedule, manage, negotiate, arrange andamend 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 newadministrative / booking staff. To provide continuous support and adviceto less experienced members of the administrative team.- Act on own initiative in the absence of Senior Physiotherapy staff toresolve any patient queries / problems, fill vacant appointments,maximise clinic capacity and use resources variably.General Items:To provide short-term cover for colleagues across the county during periods of leave.To ensure that all Trust standards are maintained and monitored to improve the quality of care to all whom come into contact with services provided by South Warwickshire NHS Foundation Trust.Every employee has a duty to take reasonable care of the health and safety of him/herself and of other persons who may be affected by his/her acts or omissions at work, and to co-operate with the South Warwickshire NHS Foundation Trust to ensure that statutory and Trust regulations are complied with.To participate in appraisals and personal reviews and work to achieve agreed setobjectives.To participate in appropriate training and development activitiesTo participate in team, professional and personal development activities andpromote commitment to continuous development and improvement.
Job description
Job responsibilities
Knowledge Skills and Experience Required:- Administration tasks will include producing clinic letters, inputtinginformation into databases.- Communicate with patients, Physiotherapy staff, Consultants,G.Ps,other healthcare professionals and local authorities to maintainan efficient and professional service.- File and retrieve patient records within the Therapies Department inorder to maintain the smooth running of the service and treatment ofpatients.- Open and distribute departmental post, prioritising tasks that requireurgent attention and ensure relevant documentation is acted onpromptly and appropriately.- Liaise with colleagues to order supplies/stock for the department,through the appropriate systems. Receive and sign for items deliveredto the service and ensure their appropriate distribution. Keepingaccurate records and tracking delivery of goods.- Retrieve telephone messages relaying information and following up asnecessary ensuring that all enquiries are handled with tact, diplomacyand using sound judgement to determine the appropriate action.- Deal sensitively and compassionately with information received inconfidence, most of which may be highly confidential in line with theTrusts Information Governance policy.- Be responsible for the facilities within the Administrative area reportingany defects to senior staff and the facilities maintenance department.- To monitor and chase completion of booked work.- Liaise with G.P surgeries to resolve patient queries.- Maintain patient confidentiality at all times in accordance with the dataprotection act.- Photocopying, filing, emailing, faxing and disposal of confidential waste.- Prioritise and manage own workload independently taking account ofthe unpredictable nature of the workload, the requirement to work totight deadlines and the need to adapt to constant interruptions.Measurable Result Areas:- Competent to use the Trusts IT system to register, view and retrievepatient information, on behalf of the Physiotherapy staff, as requestedand to use this system to schedule, manage, negotiate, arrange andamend 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 newadministrative / booking staff. To provide continuous support and adviceto less experienced members of the administrative team.- Act on own initiative in the absence of Senior Physiotherapy staff toresolve any patient queries / problems, fill vacant appointments,maximise clinic capacity and use resources variably.General Items:To provide short-term cover for colleagues across the county during periods of leave.To ensure that all Trust standards are maintained and monitored to improve the quality of care to all whom come into contact with services provided by South Warwickshire NHS Foundation Trust.Every employee has a duty to take reasonable care of the health and safety of him/herself and of other persons who may be affected by his/her acts or omissions at work, and to co-operate with the South Warwickshire NHS Foundation Trust to ensure that statutory and Trust regulations are complied with.To participate in appraisals and personal reviews and work to achieve agreed setobjectives.To participate in appropriate training and development activitiesTo participate in team, professional and personal development activities andpromote commitment to continuous development and improvement.
Person Specification
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.
- Minimum of 2 years' experience of working as part of a team
Desirable
- Minimum of 2 years' experience working with the public.
- 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
Person Specification
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.
- Minimum of 2 years' experience of working as part of a team
Desirable
- Minimum of 2 years' experience working with the public.
- 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
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).
