Job summary
PREVIOUS APPLICANTS NEED NOT APPLY
FIXED TERM CONTRACT OR SECONDMENT OPPORTUNITY
(until 2/8/2026)
The Physiotherapy Department is looking for a full time appointment clerk to join the team in order to assist in providing a comprehensive appointment booking service within a timely and efficient manner
The successful candidate will need to have good communication skills including outstanding telephone manner and organisational skills. As well as excellent IT/data input skills, be competent in MS word/ keyboard skills and demonstrate an understanding of confidentiality. They will assist in general administration of the service provision as well as working to input departmental statistical information. Training for Tiara appointment system will be provided and with on-going support from the System Manager.
The work is varied and interesting. The necessity to be able to prioritise own workload is essential. Applicants should be able to use their own initiative although working as part of a close-knit team.
Recent and proven experience of working within this field in the healthcare setting (or similar setting) is essential and applicants must be able to function well in a busy environment.Candidates must be flexible within their working environment and may need to assist at other therapies departments at the discretion of the Service Line management team.
Main duties of the job
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification. Available as a fixed term contract or secondment opportunity. (With current line manager's agreement). ***
To work as part of a team providing administrative and clerical support to the Physiotherapy and Hydrotherapy departments and its staff.
To act as a receptionist within the physiotherapy department; dealing with patient queries in person and on the telephone.
The Department, (including the satellite units) has over 120 staff and receives over 2000 outpatient referrals per month that need inputting and appointing.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
1. A team member providing administration and clerical support to the Physiotherapy Department.
- To assist with telephone calls from patients, GPs and other Agencies in a courteous and helpful manner, referring to Line Manager or senior staff for advice when appropriate.
- Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
- To arrange appointments for physiotherapy clinics in an efficient and timely manner.
- With support from line manager, to prioritise own workload including management of appointments and waiting lists, collection of statistics.
- Maintain up-to-date diary for the physiotherapists, particularly outpatient staff in order to effectively manage physiotherapy clinics.
- Maintaining an accurate filing system to ensure swift retrieval of documentation and information.
- Assist with the tracing of patient notes and x-rays using the Patient Information Management System (iPM).
- To be responsible for ensuring that senior staff are aware of any training requirements that you might have to allow your Continued Professional / Career development.
- To attend when possible appropriate training and development opportunities
- To be aware of and to follow the Health and Safety at Work Act, Security Policy and all other policies relating to Plymouth Hospitals NHS Trust.
- To undertake other reasonable duties at the discretion of the Physiotherapy Office Manager or a member of the clinical support services management team.
- To bring defects in equipment to the notice of the Physiotherapy Office Manager / Deputy Service Line Manager, Therapies and take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired
- To report any incident to self, staff or patient to the Physiotherapy Manager and ensure that the correct form is filled out and action is taken concerning the incident.
- To be involved in the formal staff appraisal scheme as an appraisee.
- To undertake duties in line with the Trusts Information Security and Control Policy, respecting the rights of patients, fellow staff and the Trust for information not to be passed on or made available to those without a need to know.
For further details please see the attached JD & PS
Job description
Job responsibilities
1. A team member providing administration and clerical support to the Physiotherapy Department.
- To assist with telephone calls from patients, GPs and other Agencies in a courteous and helpful manner, referring to Line Manager or senior staff for advice when appropriate.
- Dealing face to face with patients, carers and other professionals visiting the department, seeking advice when appropriate.
- To arrange appointments for physiotherapy clinics in an efficient and timely manner.
- With support from line manager, to prioritise own workload including management of appointments and waiting lists, collection of statistics.
- Maintain up-to-date diary for the physiotherapists, particularly outpatient staff in order to effectively manage physiotherapy clinics.
- Maintaining an accurate filing system to ensure swift retrieval of documentation and information.
- Assist with the tracing of patient notes and x-rays using the Patient Information Management System (iPM).
- To be responsible for ensuring that senior staff are aware of any training requirements that you might have to allow your Continued Professional / Career development.
- To attend when possible appropriate training and development opportunities
- To be aware of and to follow the Health and Safety at Work Act, Security Policy and all other policies relating to Plymouth Hospitals NHS Trust.
- To undertake other reasonable duties at the discretion of the Physiotherapy Office Manager or a member of the clinical support services management team.
- To bring defects in equipment to the notice of the Physiotherapy Office Manager / Deputy Service Line Manager, Therapies and take immediate action to ensure that such equipment is withdrawn from service until satisfactorily repaired
- To report any incident to self, staff or patient to the Physiotherapy Manager and ensure that the correct form is filled out and action is taken concerning the incident.
- To be involved in the formal staff appraisal scheme as an appraisee.
- To undertake duties in line with the Trusts Information Security and Control Policy, respecting the rights of patients, fellow staff and the Trust for information not to be passed on or made available to those without a need to know.
For further details please see the attached JD & PS
Person Specification
Knowledge & Experience
Essential
- oRecent and demonstrable experience of working with and directly communicating with a wide variety of people and the general public.
- oComputer skills and familiarity with Microsoft word, office and other programmes eg Excel
Desirable
- oDemonstrable experience of working in a hospital or healthcare environment
- oDemonstrable experience of working with people with communication difficulties
Qualifications
Essential
- oProven good standard of general education with GCSE English and Maths (at grade C or above/4-9) or equivalent qualification/ equivalent demonstrable experience
- oCompetent in English Language, with clear legible handwriting
Desirable
- oECDL
- oOCR I Qualification or Equivalent
Aptitude & Abilities
Essential
- oGood (and proven) communication and interpersonal skills.
- oAbility to work within a team structure
- oAbility to work without direct supervision
Desirable
- oResourcefulness
- oAbility to respond to unpredictable situations
Person Specification
Knowledge & Experience
Essential
- oRecent and demonstrable experience of working with and directly communicating with a wide variety of people and the general public.
- oComputer skills and familiarity with Microsoft word, office and other programmes eg Excel
Desirable
- oDemonstrable experience of working in a hospital or healthcare environment
- oDemonstrable experience of working with people with communication difficulties
Qualifications
Essential
- oProven good standard of general education with GCSE English and Maths (at grade C or above/4-9) or equivalent qualification/ equivalent demonstrable experience
- oCompetent in English Language, with clear legible handwriting
Desirable
- oECDL
- oOCR I Qualification or Equivalent
Aptitude & Abilities
Essential
- oGood (and proven) communication and interpersonal skills.
- oAbility to work within a team structure
- oAbility to work without direct supervision
Desirable
- oResourcefulness
- oAbility to respond to unpredictable situations
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).
