South Warwickshire University NHS Foundation Trust

Physiotherapy Team Coordinator

The closing date is 11 January 2026

Job summary

An opportunity has arisen for the position of Physiotherapy Team Coordinator within South Warwickshire University NHS Foundation Trust.

We are looking for an enthusiastic individual, with a passion for helping others, to join our physiotherapy team. You will work alongside our Operational Leads to support the effective functioning of our busy department. Your main role will be to oversee and complete administrative processes for the teams and support the Operational Service Leads and the Professional and Operational Lead for the Department.

We are looking for a good team worker, reliable timekeeper, with good organisational and communication skills.

Main duties of the job

To provide administrative support to the Physiotherapy Manager and Admin manager in a way that is responsive to their needs and contributes to the effectiveness of their roles. The post holder will work between these two areas responding to a variety of situations on a daily basis.

To have specific responsibility for building rosters and clinics for Health roster and Lorenzo, this includes providing training and support to staff members on various aspects of these.

Take on the lead role for eRS within the department, liaising with the Trust lead as required

To ensure efficient, effective and economic procurement for the physiotherapy department

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University 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. In addition our staff survey results have placed us 4th in the country for recommended place to work.

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, inclusive, 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.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Date posted

30 December 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£27,485 to £30,162 a year per annum

Contract

Permanent

Working pattern

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

Reference number

203-CS1059

Job locations

Royal Leamington Spa Rehabilitation Hospital

Heathcote Lane

Warwick

CV34 6SR

Job description

Job responsibilities

Physiotherapy Manager Support

Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.

Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing of letters.

Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the ward.

Receive and make telephone calls on behalf of the Physiotherapy Manager taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.

Provide effective administrative support to the Physiotherapy Manager within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.

To source items of equipment for the department and order via the Integra procurement process. To receive, and sign for items delivered to the department and ensure their appropriate distribution.

Health Roster

To build rosters, maintain and keep up to date the HealthRoster system on behalf of the department managers including updating sickness, training and leave.

Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.

Monitor sickness triggers for staff members and escalate to the Physiotherapy Manager. Liaise with HR to arrange sickness meetings as necessary.

Draft sickness outcome letters and schedule sickness review meetings.

Monitor annual leave usage and communicate available annual leave slots to ward staff.

Escalate to Physiotherapy Manager if staff are not utilising their annual leave allocation effectively.

Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.

Monitor professional registration renewal and escalate any concerns to the Physiotherapy Manager prior to registration lapsing.

Monitor mandatory training compliance for all staff and book training in a timely manner.

Administration

Support recruitment of new staff, liaising with Employment Services and maintaining contact with successful candidates prior to commencement of employment for the department.

Ensure all induction and training is booked for new starters and coordinate with the Physiotherapy Manager/Admin Manager.

Generate change forms and termination forms and submit to the Physiotherapy Manager for authorisation.

Collecting and compiling data following audit, as part of the monthly activity monitoring and at other times on request.

Ensuring all teams within the service meet Trust Health and Safety requirements and compile any data/reports to support this. Assisting in the collation and interpretation of activity data.

Supervise and monitor workloads of the SWIMS and Therapies Booking Team, monitoring the call handling system checking calls as required.

Actively participate in the building and development of new clinics on Lorenzo.

Communication

Act as Communication Champion for the department linking in with the Communications Department to ensure that Physiotherapy and Trust messages are disseminated to all staff.

Attend relevant meetings for the Admin Manager/Clinical Lead and feedback to administration staff.

Compile information relating to incidents, safety notices and screensaver messages and communicate to all staff.

Arrange department meetings as required, taking minutes and following up actions.

Ensure the department is kept up to date with current information.

Liaise with the Therapies and SWIMS administration teams and to ensure good communication and to ensure wait times are in line with national and local performance targets

Speak to patients as required in relation to their appointments or when any complaints or concerns are raised.