South Warwickshire University NHS Foundation Trust

Adult Occupational Therapy & Wheelchair Service Administrator

This job is now closed

Job summary

An exciting opportunity has arisen for an enthusiastic and motivated administrator to join our Occupational Therapy team.

The post involves providing an administration and clerical service to the Adult Occupational Therapy & Wheelchair Service Management team and staff across two sites.

You will need to be able to demonstrate the ability to multi-task in a busy and demanding environment, work accurately, and also to work under your own initiative to be able to manage the workload flexibly to meet the demands of the service.

You should have experience of administrative procedures including the use of Microsoft Word & Excel with excellent verbal and written communication skills.

Experience of being an administrator including developing and implementing office procedures and systems is essential.

Main duties of the job

To provide a comprehensive administration and clerical service to the Adult Occupational Therapy & Wheelchair Service Management team.

To provide a comprehensive administrative and clerical support service to the Adult Occupational Therapy Operational flows.

To provide an administrative and clerical service to the acute Speech and Language Therapy Service within the 14 hour agreement.

To cover for Administrative and Clerical Staff during sickness and annual leave.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire 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.

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, 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.

Date posted

24 October 2023

Pay scheme

Agenda for change

Band

Band 2

Salary

£22,383 a year per annum

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Part-time, Flexible working, Home or remote working

Reference number

203-SS668

Job locations

Warwick & Leamington Hospitals

Lakin Road / Heathcote Lane

Warwick

CV34 5BW

Job description

Job responsibilities

Dimensions

To identify and request specified non stock in line with the Departmental and Trust financial instructions and oversee queries on orders, receipt and distribution of goods.

To have a working knowledge of the electronic staff administrative system, Health Roster; updating shift patterns, competencies, absence and other leave in a timely manner.

To have a working knowledge of the electronic patient administrative system, Lorenzo; inputting referrals in a timely manner.

Main Duties

To provide full, administrative and clerical support to the Adult Occupational Therapy and Wheelchair Services Management Team and OT Operational flows.

Knowledge, Skills and Experience

To provide the day-to-day administrative and clerical duties to support the Adult Occupational Therapy and Wheelchairs Services Management and OT Operational Flows.

To input data to enable tables and graphs to be produced e.g. audit or service review.

To arrange/cancel meetings, including booking rooms and hospitality, sending invitations, co-ordinating responses, organisation and preparation of rooms for meetings.

To prepare meeting and workshop documentation including distributing agendas, minutes and meeting papers in advance of meetings.

To type minutes and notes from workshops for the Adult Occupational Therapy and Wheelchair Service Management team.

To distribute information through written correspondence or electronically to staff, support services personnel, other professionals and external agencies.

To assist in the annual OT stock takes.

To ensure personal data is maintained & up to date within the personal files and electronically through ESR and Health Roster including contract amendments, job descriptions, sickness forms, etc.

To accurately input and check data on the staff administration system including shift patterns, TOIL, Annual Leave, Study Leave, Sickness and other leave, and Competencies within an agreed timescale.

To process correspondence / telephone enquiries, including patient / professional queries / complaints, and deal with all routine requests using own initiative, distributing to the appropriate flows and Management in a timely manner.

To develop and maintain effective professional communication networks within the Occupational Therapy and Wheelchair Services, other services within the Trust and externally with appropriate agencies.

To provide admin support to the management team undertaking any formal investigations, performance management and complaints.

To raise and monitor minor works through the Trust Estates Department.

To provide clerical support for the induction of all Adult Occupational Therapy staff, Occupational Therapy fieldwork placements and other students.

To demonstrate on-going professional development through reflection of own practice and performance, effective use of supervision and performance development review, networking and participation in development opportunities, in order to maintain professional competence and fitness to practice as the Adult Occupational Therapy and Wheelchair Services Admin and Clerical Assistant.

To exercise good personal time management, punctuality and consistent reliable attendance.

To work in accordance with the Trusts policies and procedures, including those related to health and safety, Data protection, Non-People Moving and Handling and Equal Opportunities.

To respect individuality, values, cultural and religious diversity of clients, and contribute to the provision of a service which is sensitive to these needs.

Managerial Responsibilities

To ensuring day to day management communication is escalated as required under guidance from the relevant member of the Adult OT and Wheelchair Management Team.