Job summary
Band 3Children's Occupational Therapy Administrator
0.53 WTE 20 hours (4 days per week 5 hours per day)
Based in Building 3, Saltisford Office Park,Ansell Way, CV34 4UL
Experienced health care administrator required to co-ordinate and support the management of administrative duties for the community childrens occupational therapy team.
The post holder will need excellent communication skills, the ability to remain calm under pressure and to defuse any escalating situations. Listening and negotiation skills are crucial, you will be supported by the wider therapy workforce on a day to day basis.
The service offers a structured Personal Development Review (PDR) and Clinical Supervision, and actively promotes Continued Professional Development in house learning and development opportunities.
Key responsibilities include:
Efficient and confidential administrative support for the Children's Occupational Therapy team.
Processing messages to and from other professionals and service users, using a digital telephone and voicemail system, Netcall.
Maintenance of accurate and up to date data systems, information sharing and reporting systems.
Clinic co-ordination, completing booking via the patient electronic personal record, confirming appointments via telephone or letter and ensuring clinical rooms are available scheduled clinics.
Participate in service wide developments, attend meetings and supporting with note taking as required.
Main duties of the job
Be responsible for providing confidential, accurate and efficient clerical and administrative support for the Children's Occupational Therapy Team.
To provide efficient and confidential administrative support to the Children's Occupational Therapy team through the maintenance of accurate and up to date data systems, information sharing processes, and effective team working. Effective liaison with Multi-Agency Partners. To ensure an efficient, effective and economic procurement service for the occupational therapy department.
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.
Job description
Job responsibilities
Key Result Areas
Provide administrative support to the Childrens Occupational Therapy team, across Warwickshire. This position requires knowledge of medical terminology.
Carry out department I.T. administration tasks as required.
Responsible for scheduling appointments using the trust recommended computerised appointment scheduling system.
Schedule, manage, negotiate, arrange and amend appointments and clinics working within established guidelines. This will include dealing with telephone and direct enquiries from patients, hospital staff and visitors on a daily basis.
Knowledge, Skills and Experience
Administration tasks will include producing clinic letters, inputting information into databases.
Communicate with patients, Occupational Therapy staff, Consultants, G.Ps,other healthcare professionals and local authorities to maintain an efficient and professional service.
File and retrieve patient records within the Therapies Department in order to maintain the smooth running of the service and treatment of patients.
Open and distribute departmental post, prioritising tasks that require urgent attention and ensure relevant documentation is acted on promptly and appropriately.
Liaise with colleagues to order supplies/stock for the department, through the appropriate systems. Receive and sign for items delivered to the service and ensure their appropriate distribution. Keeping accurate records and tracking delivery of goods.
Retrieve telephone messages relaying information and following up as necessary ensuring that all enquiries are handled with tact, diplomacy and using sound judgement to determine the appropriate action.
Deal sensitively and compassionately with information received in confidence, most of which may be highly confidential in line with the Trusts Information Governance policy.
Be responsible for the facilities within the Administrative area reporting any 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 data protection act.
Photocopying, filing, emailing, faxing and disposal of confidential waste.
Prioritise and manage own workload independently taking account of the unpredictable nature of the workload, the requirement to work to tight deadlines and the need to adapt to constant interruptions.
Measurable Result Areas
Competent to use the Trusts IT system to register, view and retrieve patient information, on behalf of the Occupational Therapy staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend 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 new administrative / booking staff. To provide continuous support and advice to less experienced members of the administrative team.
Act on own initiative in the absence of Senior Occupational Therapy staff to resolve any patient queries / problems, fill vacant appointments, maximise clinic capacity and use resources variably.
Job description
Job responsibilities
Key Result Areas
Provide administrative support to the Childrens Occupational Therapy team, across Warwickshire. This position requires knowledge of medical terminology.
Carry out department I.T. administration tasks as required.
Responsible for scheduling appointments using the trust recommended computerised appointment scheduling system.
Schedule, manage, negotiate, arrange and amend appointments and clinics working within established guidelines. This will include dealing with telephone and direct enquiries from patients, hospital staff and visitors on a daily basis.
Knowledge, Skills and Experience
Administration tasks will include producing clinic letters, inputting information into databases.
Communicate with patients, Occupational Therapy staff, Consultants, G.Ps,other healthcare professionals and local authorities to maintain an efficient and professional service.
File and retrieve patient records within the Therapies Department in order to maintain the smooth running of the service and treatment of patients.
Open and distribute departmental post, prioritising tasks that require urgent attention and ensure relevant documentation is acted on promptly and appropriately.
Liaise with colleagues to order supplies/stock for the department, through the appropriate systems. Receive and sign for items delivered to the service and ensure their appropriate distribution. Keeping accurate records and tracking delivery of goods.
Retrieve telephone messages relaying information and following up as necessary ensuring that all enquiries are handled with tact, diplomacy and using sound judgement to determine the appropriate action.
Deal sensitively and compassionately with information received in confidence, most of which may be highly confidential in line with the Trusts Information Governance policy.
Be responsible for the facilities within the Administrative area reporting any 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 data protection act.
Photocopying, filing, emailing, faxing and disposal of confidential waste.
Prioritise and manage own workload independently taking account of the unpredictable nature of the workload, the requirement to work to tight deadlines and the need to adapt to constant interruptions.
Measurable Result Areas
Competent to use the Trusts IT system to register, view and retrieve patient information, on behalf of the Occupational Therapy staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend 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 new administrative / booking staff. To provide continuous support and advice to less experienced members of the administrative team.
Act on own initiative in the absence of Senior Occupational Therapy staff to resolve any patient queries / problems, fill vacant appointments, maximise clinic capacity and use resources variably.
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 working with the public
- Minimum of 2 years' experience of working as part of a team
Desirable
- 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 non-verbal 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 working with the public
- Minimum of 2 years' experience of working as part of a team
Desirable
- 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 non-verbal 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).
