Therapy Admin Support

Job description

Job responsibilities

• To provide a complete secretarial and administrative service to the SLT team based at Cossham Hospital.
• To process reports, letters and other documents using Careflow, Word and Excel software systems producing reports to a professional standard.
• To process referrals from GPs, Consultants identifying those which are out of area / inappropriate.
• To book first new and follow-up appointments according to priority, sending letters / e-mails in a timely manner.
• To provide and keep up to date efficient filing and reference systems, so that administration is planned and recorded, including the accurate tracking of SLT patient discharge records.
• Scanning of assessments and other clinical documents and accessing these records via EDMS.
• To undertake photocopying and collation of information including handouts needed for SLT training and presentations.
• To assist and support other Admin and Clerical staff in the department as required, providing cover as necessary e.g. for making urgent outpatient appointments, clinic lists and other duties.
• To sort, distribute and prioritise incoming mail, emails and messages
• To prioritise the clerical duties according to urgency.
• To provide the first point of contact and appropriate response in the department for all telephone calls and enquiries to the department. Such contacts will include severely speech impaired patients, members of the public, SLTs, medical and nursing staff, GPs and other NHS and social services and other external agencies.
• To assist in preparation for outpatient clinics, organisation of patient transport and making various booking arrangements, including interpreters.
• To provide appropriate information and advice to patients and relatives about appointments, sending out letters tailored to individual needs, such as large typeface.
• To adhere to the Health and Safety procedures of North Bristol NHS Trust and to inform the Principal SLT or senior therapist on duty of any safety issues, which may affect patients and visitors to ensure Health and Safety is always maintained
• To use own judgement to respond sensitively to patient/carer enquiries, especially if they are anxious, distressed or upset in relation to a medical concern or as a result of receiving unwelcome news. To provide reassurance where possible.
• To recognise the limits of knowledge and refer more complex queries to the appropriate SLT.
• To pick up voicemails in a timely manner and inform relevant SLT of the message.
• ICE referral details to be entered accurately onto Excel spreadsheet in a timely manner for Hearing Therapy.
• To have training in the hospital system for registering, inputting, viewing and retrieving patient data as required (CareFlow).
• To be involved in the administration of confidential patient records and reports, including the use of hospital electronic patient management systems.
• To provide support to the SLT staff regarding any IT or software queries.
• To place orders / book courses via EROS ordering system.
• To participate in the individual performance review in line with the Trusts policy.
• To liaise with personnel in the various departments across the Trust as necessary.
• To be flexible to the needs of the department with regard to cover of duties.
• To make support material for therapy programmes, as required by the Speech and Language Therapists.

Person Specification

Education/Training/Qualifications

Essential

• Training to RSA stage II word processing or equivalent
• Literacy and numeracy level 2 or equivalent

Desirable

• Careflow/Outlook/Excel

Work Experience

Essential

• Appropriate clerical or secretarial experience within the last 3 years
• To have experience of and be accomplished in working with computer systems, to include Microsoft Office, in a working environment

Knowledge/Skills/Abilities

Essential

• An understanding of the meaning of confidentiality and the requirement for this to be maintained.
• Clear and effective communication skills, both written and oral.
• Ability to use developed customer service skills to obtain and give information as well as message taking
• Good secretarial /administrative skills
• Ability to communicate by telephone with patients with severe hearing or speech or language difficulties.
• Ability to manage own time both with with support and unsupervised

Desirable

• Experience of and/or understanding of adults with disability

Personal Qualities/Special Circumstances

Essential

• Flexible and enthusiastic approach to work
• Ability to work as a team member

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.

Certificate of Sponsorship

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

North Bristol NHS Trust

Address

Cossham Hospital

Kingswood

Bristol

BS15 1LF

Employer's website

https://www.nbt.nhs.uk (Opens in a new tab)