Job summary
- To provide full time (37.5 hours) clerical support to the Children's Occupational Therapy and Physiotherapy Service;
- Hours to be worked across Monday to Friday between 08:30-4:30;
- To provide a customer focused service to the users of the Service;
- To be responsible for the day-to-day provision of comprehensive administrative support to the service; the post holder will actively participate and contribute to the development of the services.
Standard DBS will be required for this post, which will be obtained during pre-employment checks.
Main duties of the job
- 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 lead
- 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 be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of waiting and recall list
- To record new referrals, opt-ins and discharges
- To scan records as required.
- To photocopy materials and correspondence as required.
- To be independently responsible for record storing and archiving
- 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 rota on computerised system
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh 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.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information available by contacting covid-19.vaccine@wwl.nhs.uk where you can also ask about how to access vaccinations.
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
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.
Person Specification
Experience
Essential
- Significant experience in an administration role
- Experience dealing with the public
Desirable
- Administration experience in NHS
Qualifications
Essential
- Relevant NVQ 2 or equivalent admin experience
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
Experience
Essential
- Significant experience in an administration role
- Experience dealing with the public
Desirable
- Administration experience in NHS
Qualifications
Essential
- Relevant NVQ 2 or equivalent admin experience
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.
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Platt Bridge Health Centre
Rivington Avenue, Wigan, WN2 5NG
Wigan
WN1 3NH
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
