Job summary
The Occupational Therapy team at Southmead Hospital is seeking an enthusiastic and organised AfC Band 4 Coordinator.
You will have a friendly outlook, an adaptable and proactive approach to work and possess excellent administrative skills including time management and prioritising workload, as well as a strong sense of teamwork and excellent communication skills. You will need to be highly motivated, dedicated and flexible.
This is a permanent role offered as a full or part-time role within the core hours of 8.30-16.30 Monday-Friday based on G24, Brunel Building, Southmead Hospital site.
To understand more about being an Occupational Therapist at NBT, click through to our video.
Main duties of the job
The post-holder will be responsible for the day to day running of the admin office including co-ordination and prioritising tasks to ensure duties are completed effectively and efficiently.
The post-holder will play a pivotal role to ensure the administrative demands associated with maintaining good daily clinic utilisation, excellent daily waiting list management as well as day to day administrative tasks is consistently monitored and completed to a high standard, exercising initiative, independent judgement and decision-making within a variety of situations.
The post-holder will ensure the staff e-roster is consistently maintained to show an accurate and factual reflection of worked shifts/patterns including unavailability regarding sickness and annual leave.
The role requires an individual who has efficient administrative skills as well as being an excellent communicator with good interpersonal skills and a 'can do' attitude.
About us
We are a small, hard-working team always striving to get the best results possible for the care of our patients.
North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
North Bristol NHS Trust values all people as individuals. We aim to be an antidiscriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Job description
Job responsibilities
Please see the job description & person specification for full roles and responsibilities of the post.
- Daily monitoring and management of clinic and appointment inbox, responding to patient queries, making clinic changes where required and last minute clinic cancellations.
- Daily monitoring and maintenance of the OT outpatient waiting list including close liaison with other teams to ensure clinics are full and bookings are managed chronologically.
- Managing ad-hoc clinic bookings, adding retrospective appointments to ensure all patient activity is captured/counted.
- Manage and oversee clinic build requests including new clinic builds/amending clinic templates following IT processes.
- Coordinate patient cancellations, contacting patients to reschedule following Trust policy.
- Requesting BSL/F2F interpreters as requested by clinician.
- Daily monitoring of OT staff queries inbox covering eroster issues including adding annual leave/sickness, order requests and all general queries.
- Trained on managing Medequip walking aids order process (when covering colleague absence).
- Attend and contribute to departmental staff meetings, taking notes when required.
- Act as a point of contact for queries from clinical and non-clinical staff.
- Liaise via telephone and email with other clinical/admin teams to action any queries.
- Return calls promptly and keep callers updated with information in an effective and efficient way.
- Escalate queries and general issues to the Specialty Manager or relevant clinical staff as appropriate.
- Lead on work with clinicial team focusing on service improvements.
- Ordering stationary via EROS and overseeing stock replenishment.
- To assist and cover for the Physiotherapy B4 as and when required (reciprocal arrangement) including coordinating B3s.
- Ad-hoc duties as necessary.
- To be flexible to the needs of the service
Job description
Job responsibilities
Please see the job description & person specification for full roles and responsibilities of the post.
- Daily monitoring and management of clinic and appointment inbox, responding to patient queries, making clinic changes where required and last minute clinic cancellations.
- Daily monitoring and maintenance of the OT outpatient waiting list including close liaison with other teams to ensure clinics are full and bookings are managed chronologically.
- Managing ad-hoc clinic bookings, adding retrospective appointments to ensure all patient activity is captured/counted.
- Manage and oversee clinic build requests including new clinic builds/amending clinic templates following IT processes.
- Coordinate patient cancellations, contacting patients to reschedule following Trust policy.
- Requesting BSL/F2F interpreters as requested by clinician.
- Daily monitoring of OT staff queries inbox covering eroster issues including adding annual leave/sickness, order requests and all general queries.
- Trained on managing Medequip walking aids order process (when covering colleague absence).
- Attend and contribute to departmental staff meetings, taking notes when required.
- Act as a point of contact for queries from clinical and non-clinical staff.
- Liaise via telephone and email with other clinical/admin teams to action any queries.
- Return calls promptly and keep callers updated with information in an effective and efficient way.
- Escalate queries and general issues to the Specialty Manager or relevant clinical staff as appropriate.
- Lead on work with clinicial team focusing on service improvements.
- Ordering stationary via EROS and overseeing stock replenishment.
- To assist and cover for the Physiotherapy B4 as and when required (reciprocal arrangement) including coordinating B3s.
- Ad-hoc duties as necessary.
- To be flexible to the needs of the service
Person Specification
Education/Training/Qualifications
Essential
Work Experience
Essential
- Experience of outpatient booking processes.
- Experience of working in a busy team environment.
- Experience of MS Word, Excel and Outlook
Desirable
- Experience of working within the NHS or similar organisation.
Knowledge/Skills/Abilities
Essential
- The ability to exercise initiative, independent judgement and decision-making.
- Ability to organise and prioritise own workload.
- Ability to work accurately.
Desirable
- Knowledge of hospital based IT systems (CareFlow/ICE).
Personal Qualities
Essential
- Ability and confidence to work on own and as part of a small team.
- Attention to detail and a well organised approach to their work.
- The ability to work reliably following standard operating procedures.
- Good written and verbal communication skills.
Desirable
- Keen to develop professionally and learn new skills as required by the post.
Person Specification
Education/Training/Qualifications
Essential
Work Experience
Essential
- Experience of outpatient booking processes.
- Experience of working in a busy team environment.
- Experience of MS Word, Excel and Outlook
Desirable
- Experience of working within the NHS or similar organisation.
Knowledge/Skills/Abilities
Essential
- The ability to exercise initiative, independent judgement and decision-making.
- Ability to organise and prioritise own workload.
- Ability to work accurately.
Desirable
- Knowledge of hospital based IT systems (CareFlow/ICE).
Personal Qualities
Essential
- Ability and confidence to work on own and as part of a small team.
- Attention to detail and a well organised approach to their work.
- The ability to work reliably following standard operating procedures.
- Good written and verbal communication skills.
Desirable
- Keen to develop professionally and learn new skills as required by the post.
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).
