Job summary
We are excited to announce we
have an opportunity!
We are looking for an Occupational Therapy Administration Assistant to join our innovative and very supportive service.
We are looking for highly motivated
and enthusiastic candidate who wants to start an exciting career in business
administration.
The post will be based at
Worcestershire Royal and will support our very busy out-patient services
delivering responsive care, demonstrating effectiveness and will assist the
Business Support Administrator lead and Occupational Therapy Manager with
continued modernisation of the service.
The key duties of the post are:
To provide and maintain an excellent level of customer care at all
times.
To ensure that all administrative duties are carried out in an
accurate, efficient and professional manner at all times.
To communicate effectively and sympathetically with all visitors
to the department.
To input and maintain timely and accurate patient information on
Trust information systems.
Prioritise, plan and organise daily workload, ensuring that daily
tasks and ongoing workload/projects are prioritised and completed within agreed
and acceptable timescales with guidance and support
The post offers
many opportunities to grow and develop your skills, full training will be
provided and you will be supported by the therapists and other Therapy Services
administration teams.
Main duties of the job
To
provide data inputting using the OASIS system, partially booking and recording
activity carried out within out-patient patients during OT assessment and
treatment sessions.
To
assist provide reception duties for the Occupational Therapy out-patient
services
Receive
and make work related telephone calls and take accurate messages, respecting
patient and staff confidentiality.
Provide
general administration support to Occupational Therapy department, including typing, dealing with post
and correspondence, photocopying, scanning, laminating.
To
support the Out-patient Services Business Support Administrator ensuring smooth
running of reception , completion of required administrative and clerical tasks
and out-patient activity collection
To
log maintenance and IT requests and follow up on calls.
To
assist with housekeeping duties within the departments, ensuring security of
the department and its property.
To
comply with the trusts policies and procedures
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Promote a
customer focused approach to receiving patients and visitors to the clinic,
providing a courteous, responsive and effective first point of contact both in
person and by telephone for patients, carers and healthcare professionals, both
internal and external to the Trust.
To communicate
effectively with patients, face to face and on the phone where barriers to
communication may exist e.g. where English may be a second language or where
patients may have communication impairments
To give basic
information e.g. appropriate directions, to patients attending other
departments
To ensure that
all telephone calls are answered within the agreed time standards and in line
with the Trusts telephone standards
Contribute to
the auditing of Trust quality standards as requested and with regards to any
part of the service which may be necessary. This includes supporting patients
to complete patient feedback on available electronic systems
To make new appointments as appropriate
from the partial booking system for all patients referred to the outpatient
therapy services.
To ensure that all referrals contain the
required information to allow pathways to be linked and clock status to be
corrected.
To ensure that referrals are added to
the appropriate out-patient waiting list by specialty for clinical staff to prioritise
them within the agreed timeframes.
To ensure that patients receive an
acknowledgement letter or are immediately accepted/appointed in line with
agreed booking processes, administrative procedures and the patient access
policy.
To cancel and reschedule patients or
whole clinics in the event of sickness/unforeseen circumstances requiring last
minute changes
To receive patients at clinic reception,
checking details and booking onto the patient administration system.
Booking patients out of clinic and/or making follow up appointments as
directed by the therapists.
To action changes to individual
appointments whilst ensuring the patients are seen within the agreed clinical
priority and that written confirmation is immediately sent. This involves the
managing of messages received by digital platforms e.g. trust text message
system
To produce PIC
lists regularly as a backup system
To prepare and
scan referrals using CLIP and or alternative systems that are required
To book
interpreters as necessary
Produce and send
non-attendance letters at the end of a clinic session as directed by the clinician
To ensure that
all patient appointments are outcomed at the end of the same working day
To file letters,
reports and other documentation in the patients therapy records and ensure
that records are stored appropriately
To undertake
photocopying, filing and maintenance of stock to support the administration of
the clinics and therapies in general
To work with
members of the administrative and clinical teams to maintain the smooth running
of the department
Job description
Job responsibilities
Promote a
customer focused approach to receiving patients and visitors to the clinic,
providing a courteous, responsive and effective first point of contact both in
person and by telephone for patients, carers and healthcare professionals, both
internal and external to the Trust.
To communicate
effectively with patients, face to face and on the phone where barriers to
communication may exist e.g. where English may be a second language or where
patients may have communication impairments
To give basic
information e.g. appropriate directions, to patients attending other
departments
To ensure that
all telephone calls are answered within the agreed time standards and in line
with the Trusts telephone standards
Contribute to
the auditing of Trust quality standards as requested and with regards to any
part of the service which may be necessary. This includes supporting patients
to complete patient feedback on available electronic systems
To make new appointments as appropriate
from the partial booking system for all patients referred to the outpatient
therapy services.
To ensure that all referrals contain the
required information to allow pathways to be linked and clock status to be
corrected.
To ensure that referrals are added to
the appropriate out-patient waiting list by specialty for clinical staff to prioritise
them within the agreed timeframes.
To ensure that patients receive an
acknowledgement letter or are immediately accepted/appointed in line with
agreed booking processes, administrative procedures and the patient access
policy.
To cancel and reschedule patients or
whole clinics in the event of sickness/unforeseen circumstances requiring last
minute changes
To receive patients at clinic reception,
checking details and booking onto the patient administration system.
Booking patients out of clinic and/or making follow up appointments as
directed by the therapists.
To action changes to individual
appointments whilst ensuring the patients are seen within the agreed clinical
priority and that written confirmation is immediately sent. This involves the
managing of messages received by digital platforms e.g. trust text message
system
To produce PIC
lists regularly as a backup system
To prepare and
scan referrals using CLIP and or alternative systems that are required
To book
interpreters as necessary
Produce and send
non-attendance letters at the end of a clinic session as directed by the clinician
To ensure that
all patient appointments are outcomed at the end of the same working day
To file letters,
reports and other documentation in the patients therapy records and ensure
that records are stored appropriately
To undertake
photocopying, filing and maintenance of stock to support the administration of
the clinics and therapies in general
To work with
members of the administrative and clinical teams to maintain the smooth running
of the department
Person Specification
Qualifications
Essential
- GCSE A-C (or 4-9) or equivalent in Maths and English, OR,
- Functional Skills Level 2 or above
Desirable
- Computer Literacy Course, e.g. ECDL
- Level 2 Customer Service / Administration Apprenticeship
Knowledge and Skills
Essential
- Demonstrate ability to pay attention to detail, reliably check and record data and be able to self-check completed work
- Demonstrate excellent interpersonal skills
- Ability to communicate both verbally and in writing
- Demonstrate a good telephone manner and technique
- Good organisational and administrative skills
Experience
Essential
- Experience of unsupervised administrative work in a busy office environment
Desirable
- Experience of data inputting and retrieval
- Experience of document management
- Experience of NHS digital systems
Personal Qualities
Essential
- Ability to work under pressure/meet tight deadlines whilst delivering high quality work
- Ability to follow instructions; guidelines and procedures
- Flexible approach and attitude
- Confident, reliable and conscientious
- Able to maintain confidentiality
- Ability to work effectively as part of a team
- Willingness to learn new skills
Other Job Requirements
Essential
- Car Driver The post holder must have a full driving licence and have access to a vehicle in order to work flexibly across all sites.
Person Specification
Qualifications
Essential
- GCSE A-C (or 4-9) or equivalent in Maths and English, OR,
- Functional Skills Level 2 or above
Desirable
- Computer Literacy Course, e.g. ECDL
- Level 2 Customer Service / Administration Apprenticeship
Knowledge and Skills
Essential
- Demonstrate ability to pay attention to detail, reliably check and record data and be able to self-check completed work
- Demonstrate excellent interpersonal skills
- Ability to communicate both verbally and in writing
- Demonstrate a good telephone manner and technique
- Good organisational and administrative skills
Experience
Essential
- Experience of unsupervised administrative work in a busy office environment
Desirable
- Experience of data inputting and retrieval
- Experience of document management
- Experience of NHS digital systems
Personal Qualities
Essential
- Ability to work under pressure/meet tight deadlines whilst delivering high quality work
- Ability to follow instructions; guidelines and procedures
- Flexible approach and attitude
- Confident, reliable and conscientious
- Able to maintain confidentiality
- Ability to work effectively as part of a team
- Willingness to learn new skills
Other Job Requirements
Essential
- Car Driver The post holder must have a full driving licence and have access to a vehicle in order to work flexibly across all sites.
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.
