Clerical Officer (Children's OT and Physiotherapy)

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

This job is now closed

Job summary

We are currently looking for an enthusiastic individual to provide clerical and administrative support to the WWL Children's Occupational and Physiotherapy Service.

The role is permanent full time (37.5 hours) working Monday - Friday. No weekends or late nights required. The working hours can be spread across 5 days or condensed into 4 days with 1 day off (day off to be agreed on appointment).

The successful candidate will need to be enthusiastic, highly organised and not be deterred by the fast speed of change that occurs daily.

You will be required to work across Platt Bridge Health Centre and Leigh Health Centre therefore ability to travel between bases is essential.

Main duties of the job

You will need to be an excellent communicator with good telephone, customer service skills and be able to answer telephone calls in a timely manner responding professionally and appropriately. Ensuring all interactions in relation to requests and enquiries to the department are dealt with in an efficient, effective, and courteous manner, forwarding onto professionals within the team when required.

The candidate will have the ability to deal with the general public on a daily basis and the role includes reception duties, booking patients into clinics and general administrative duties to ensure smooth operations of the service.

You will be required to efficiently deal with incoming referrals and correspondence into the service, inputting these onto the electronic systems to allow for timely triage and review by the therapists, therefore excellent computer skills are required.

About us

Choose Well - Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

Date posted

09 April 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year pa, pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

302-24-6187773CM

Job locations

Platt Bridge Health Centre

Rivington Avenue

Wigan

WN2 5NG

Job description

Job responsibilities

Duties and Responsibilities associated with the Occupational Therapy and Physiotherapy Service

Clinical recording

To organise, provide and be responsible for secretarial and administrative support to health professionals within the department.
To completed routine duties e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team leam.
To ensure that referrals are screened and priorities highlighted to team lead
To utilise the computer system for case management
To provide the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals.
To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using the computer system.
To assist in information collection for patients as requested by registered staff.
To provide word processing, audio/copy typing, for team
To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
To operate computerised system as part of supporting patient management
To ensure all correspondence for the service is typed, allocated to clinicians or filed as required.
To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list

Record keeping

To record new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
To monitor waiting lists and reviews, managing as per departmental policy
To compile patient treatment records in line with local policies and to discharge referrals on the computer system and manage the appropriate administration processes.
To retrieve case notes, either written or computerised for clinics
To scan records as required.
To photocopy materials and correspondence as required.
To be independently responsible for record storing and archiving

Appointment management

To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non attendance as per organisational policy
To document direct and indirect contact with service users / parents in records
To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.

Stock management

To keep records of stock ordered.
To maintain an inventory of all office, reordering via team lead when required
To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required

Data management

To monitor and input data as required by team leader
To collect and submit data for the trust within timescales

Staff development

To completed annual PDR to identify development goals with admin team lead.

Communication

To work as a member of the team, communicating relevant information to appropriate team member.
To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal WWL departments and external agencies, making phone calls as requested by staff to parents and other professionals
To be Deputy Fire Marshall for the service
To bring to the attention of the head of service any problems or defects associated with the effective running of the service

Responsibility for Health & Safety

Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Work Circumstances & on-call

The hours of work will usually be between 8.30am and 4.30pm, however weekend and evening working may be required.

Job description

Job responsibilities

Duties and Responsibilities associated with the Occupational Therapy and Physiotherapy Service

Clinical recording

To organise, provide and be responsible for secretarial and administrative support to health professionals within the department.
To completed routine duties e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team leam.
To ensure that referrals are screened and priorities highlighted to team lead
To utilise the computer system for case management
To provide the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals.
To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using the computer system.
To assist in information collection for patients as requested by registered staff.
To provide word processing, audio/copy typing, for team
To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
To operate computerised system as part of supporting patient management
To ensure all correspondence for the service is typed, allocated to clinicians or filed as required.
To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list

Record keeping

To record new referrals and monitor waiting lists keeping staff informed of targets and possible breaches
To monitor waiting lists and reviews, managing as per departmental policy
To compile patient treatment records in line with local policies and to discharge referrals on the computer system and manage the appropriate administration processes.
To retrieve case notes, either written or computerised for clinics
To scan records as required.
To photocopy materials and correspondence as required.
To be independently responsible for record storing and archiving

Appointment management

To ensure appointments are offered efficiently and in conjunction with national and local targets, managing cancellations and non attendance as per organisational policy
To document direct and indirect contact with service users / parents in records
To maintain staff diaries and arrange appointments and to deal with any correspondence relating to this and log all messages received.

Stock management

To keep records of stock ordered.
To maintain an inventory of all office, reordering via team lead when required
To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required

Data management

To monitor and input data as required by team leader
To collect and submit data for the trust within timescales

Staff development

To completed annual PDR to identify development goals with admin team lead.

Communication

To work as a member of the team, communicating relevant information to appropriate team member.
To be able to communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of service, being aware that many service users may have a disability.
To communicate and liaise with internal WWL departments and external agencies, making phone calls as requested by staff to parents and other professionals
To be Deputy Fire Marshall for the service
To bring to the attention of the head of service any problems or defects associated with the effective running of the service

Responsibility for Health & Safety

Work Circumstances & on-call

The hours of work will usually be between 8.30am and 4.30pm, however weekend and evening working may be required.

Person Specification

Qualifications

Essential

Relevant Level 2 or equivalent admin experience

Experience

Essential

Significant experience in an administration role
Experience dealing with the public

Desirable

Administration experience in NHS

Knowledge

Essential

Good knowledge of Microsoft Word and other Microsoft packages including external databases and software systems
Understanding of the need for confidentiality

Skills

Essential

Excellent telephone manner and interpersonal skills
Demonstrate the ability to work effectively without supervision.
Ability to work calmly and methodically when under pressure from busy caseloads.

Additional

Essential

Speak English to an appropriate standard
Able to work flexibly in line with service demand
Able to travel independently across the Trust

Person Specification

Qualifications

Essential

Relevant Level 2 or equivalent admin experience

Experience

Essential

Significant experience in an administration role
Experience dealing with the public

Desirable

Administration experience in NHS

Knowledge

Essential

Good knowledge of Microsoft Word and other Microsoft packages including external databases and software systems
Understanding of the need for confidentiality

Skills

Essential

Excellent telephone manner and interpersonal skills
Demonstrate the ability to work effectively without supervision.
Ability to work calmly and methodically when under pressure from busy caseloads.

Additional

Essential

Speak English to an appropriate standard
Able to work flexibly in line with service demand
Able to travel independently across the Trust

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.