Job summary
We are excited to be looking to recruit a highly motivated, organised and positive individual to support our Community Physiotherapy Service in North Sefton.
The successful candidate will be responsible for supporting the Community Physiotherapy Service by providing general secretarial support including; referrals, booking and scheduling appointments and clinics, diary management, phone and email queries and supporting with meetings.
Our service supports children aged 0-18 (19 in special schools), who have a neuro-impairments, developmental delay and/or musculoskeletal conditions. We have a large team which includes OT assistants, physiotherapy assistants, physiotherapists, occupational therapists and other secretarial staff. The successful candidate will work closely with all colleagues.
There is an in-service training programme with lots of opportunities for supervision and peer support. We have strong links with staff in acute services at Alder Hey and work in an integrated way with education and socials services colleagues across Sefton.
If you are interested in this post and would like to hear more, please contact Bex Winnard (Deputy to Head of Service, Community Physiotherapy & Occupational Therapy) on 0151 282 4846 or via email bex.winnard@AlderHey.nhs.uk
Main duties of the job
To work as part of a wider administrative team, providing full administrative support for Physiotherapist's within Alder Hey's Sefton Community occupational therapy and physiotherapy department.
To provide comprehensive clerical and secretarial support. The post holder will be expected to work with the minimum of supervision exercising independent judgment and using their own initiative. Confidentiality must always be maintained when dealing with patient/staff information. The post holder will be regularly supported and supervised by the Team Administrator lead.
The post holder will provide a confident and professional service to all patients and their parents/carers, whilst supporting them throughout their pathway of care.
About us
As one of Europe's biggest and busiest children's hospitals, at Alder Hey Children's NHS Foundation Trust, we treat everything from common illnesses to highly complex and specialist conditions.In addition to our main hospital site, we offer paediatric services at a number of community sites and hold local clinics across Merseyside, Cumbria, Shropshire, Wales and the Isle of Man. We also provide specialist inpatient care for children with complex mental health needs in our recently relocated and newly opened state of the art facility.
Alder Hey has a thriving research portfolio and leads research into children's medicines, infection, inflammation and oncology. We are becoming recognised as one of the world's leaders in children's healthcare and research. We contribute to public health, lead cutting-edge research and teach the next generation of children's specialists. Alongside this is ourInnovation Hub, a dedicated space where clinicians and industries can come together to create new products and technologies.
We know that a children's hospital is different and that our job is more than just treating an illness. To us, every child is an individual. As well as giving them the very best care, we set out to make them feel happy, safe and confident as they play, learn and grow. At Alder Hey we are here to look after a child and their family and that includes mums, dads, brothers and sisters.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To provide general administrative and secretarial support to the service.
- Support the day to day organisation of the clinicians diaries by ensuring that appointments are scheduled in a timely manner using the Trusts Patient Administration System.
- Attending meetings as required taking and transcribing minutes within locally agreed timescales.
- To deal effectively with all incoming and outgoing correspondence.
Communication:
- Communicate professionally and effectively with patients/parents/carers, the general public and all internal and external agencies both verbally and non-verbally in a timely manner.
- Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/parents/carers.
- Liaise with clinical and non-clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.
- Meet and greet external visitors to the department in a professional and polite manner.
- Attend and contribute to departmental meetings, team briefs etc.
- Work flexibly to ensure the needs of the service are met at all times.
- Have a clear understanding of current Government and locally agreed targets, ensuring key performance indicators are achieved by working in conjunction with the clinical and management teams.
- Regular liaison and effective communication with parents/carers and families; clinical team; schools and other external stakeholders; occupational therapy and physiotherapy management team.
Analytical Skills:
- Exercise judgement when dealing with enquiries.
- Analyses information to resolve problems for patients, carers and staff in relation to appointments and diary commitments.
Planning and Organising Skills
- Proactively manage telephone calls; many may be of a sensitive nature from patients/parents/carers or from other healthcare professions, all of which require a high level of patient confidentiality and sensitivity.
- Responsibility for providing accurate, up to date, non-clinical advice relating to queries into the department.
- Plan appointments and schedule clinics for multiple clinicians, including ensuring room bookings are completed.
- Arrange meetings and plan diaries.
Physical Skills
- Required to sit in a restricted position for prolonged periods whilst inputting data and typing.
- Required to have prolonged use of a VDU screen.
- The post holder may be required to handle and move heavy objects, such as case notes and stationery stores etc.
- The post holder may be required to pull, lift and carry case notes.
- The post holder will require advanced keyboard skills.
Responsibility for Patient/Client Care:
- Telephone contact with parents and carers.
- Provides information to parents and carers in relation to appointments.
- Communicates and escalates patient related information to therapist.
Responsibility for Policy/Service Development:
- To comply with all Trust and local departmental policies and procedures.
- Undergo all statutory/mandatory training as and when required.
- To take reasonable care for the health and safety of oneself, as well as others.
- Adhere to Trust risk management policies to ensure a safe working environment.
- The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.
- To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
- Promote a working culture that improves quality and efficiency within the department.
- To support the management team with the identification of more efficient ways of working within area of responsibility.
Responsibility for Financial and Physical Resources
- Responsible for maintaining office supplies and stationery and completing orders.
- Responsible for ensuring Trust equipment and resources are maintained, reporting any faulty equipment to the Estates Department.
- Responsible for raising orders for approval as required within the department e.g. clinical equipment, uniform, training courses.
- Responsible for checking and receipting orders and identifying and following up on any delays or discrepancies.
Responsibility for Human Resources:
- To provide full support to Line Managers at all times.
- To provide cover in the absence of other Support Secretaries to ensure the smooth running of the service during planned and unplanned leave.
- To use initiative, working autonomously within the remit of the role.
- Offer training and support to new members of staff or students within the department, including training in any new technology whilst ensuring some level of responsibility for their workload until competencies have been met.
- Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
Responsibility for Information Resources:
- Adheres to Trust Record Keeping Policy and ensures accurate and timely input into patient records and appointment diaries.
- Following consultation, co-operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.
- Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
- Ensure that information systems accurately record the stage of the patient journey in line with national and locally agreed policies and procedures.
- Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
- Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.
- When required, create, maintain and update databases specific to the specialty requirements.
Responsibility for Research and Development:
- The post holder may be required to undertake audits of their own workload, as well as that of the supporting team, in conjunction with the requirements of the management team, e.g. telephone audit.
- Support in any departmental audits, including data collection and support with write up of audit reports.
Job description
Job responsibilities
Main Duties and Responsibilities:
- To provide general administrative and secretarial support to the service.
- Support the day to day organisation of the clinicians diaries by ensuring that appointments are scheduled in a timely manner using the Trusts Patient Administration System.
- Attending meetings as required taking and transcribing minutes within locally agreed timescales.
- To deal effectively with all incoming and outgoing correspondence.
Communication:
- Communicate professionally and effectively with patients/parents/carers, the general public and all internal and external agencies both verbally and non-verbally in a timely manner.
- Ensure diplomacy, empathy and confidentiality when dealing with distressed patients/parents/carers.
- Liaise with clinical and non-clinical staff to resolve any issues that may arise, to the mutual benefit of all concerned.
- Meet and greet external visitors to the department in a professional and polite manner.
- Attend and contribute to departmental meetings, team briefs etc.
- Work flexibly to ensure the needs of the service are met at all times.
- Have a clear understanding of current Government and locally agreed targets, ensuring key performance indicators are achieved by working in conjunction with the clinical and management teams.
- Regular liaison and effective communication with parents/carers and families; clinical team; schools and other external stakeholders; occupational therapy and physiotherapy management team.
Analytical Skills:
- Exercise judgement when dealing with enquiries.
- Analyses information to resolve problems for patients, carers and staff in relation to appointments and diary commitments.
Planning and Organising Skills
- Proactively manage telephone calls; many may be of a sensitive nature from patients/parents/carers or from other healthcare professions, all of which require a high level of patient confidentiality and sensitivity.
- Responsibility for providing accurate, up to date, non-clinical advice relating to queries into the department.
- Plan appointments and schedule clinics for multiple clinicians, including ensuring room bookings are completed.
- Arrange meetings and plan diaries.
Physical Skills
- Required to sit in a restricted position for prolonged periods whilst inputting data and typing.
- Required to have prolonged use of a VDU screen.
- The post holder may be required to handle and move heavy objects, such as case notes and stationery stores etc.
- The post holder may be required to pull, lift and carry case notes.
- The post holder will require advanced keyboard skills.
Responsibility for Patient/Client Care:
- Telephone contact with parents and carers.
- Provides information to parents and carers in relation to appointments.
- Communicates and escalates patient related information to therapist.
Responsibility for Policy/Service Development:
- To comply with all Trust and local departmental policies and procedures.
- Undergo all statutory/mandatory training as and when required.
- To take reasonable care for the health and safety of oneself, as well as others.
- Adhere to Trust risk management policies to ensure a safe working environment.
- The post holder is required to comply with the Trust policies on infection prevention and control, bringing any deficiencies to the attention of the Line Manager.
- To be responsible for the general housekeeping of own work area, as well as departmental common areas, reporting any faulty or broken equipment and adhering to the Trust Risk Management Strategy.
- Promote a working culture that improves quality and efficiency within the department.
- To support the management team with the identification of more efficient ways of working within area of responsibility.
Responsibility for Financial and Physical Resources
- Responsible for maintaining office supplies and stationery and completing orders.
- Responsible for ensuring Trust equipment and resources are maintained, reporting any faulty equipment to the Estates Department.
- Responsible for raising orders for approval as required within the department e.g. clinical equipment, uniform, training courses.
- Responsible for checking and receipting orders and identifying and following up on any delays or discrepancies.
Responsibility for Human Resources:
- To provide full support to Line Managers at all times.
- To provide cover in the absence of other Support Secretaries to ensure the smooth running of the service during planned and unplanned leave.
- To use initiative, working autonomously within the remit of the role.
- Offer training and support to new members of staff or students within the department, including training in any new technology whilst ensuring some level of responsibility for their workload until competencies have been met.
- Undergo continuous professional development as identified in personal development plan/review, in conjunction with the Knowledge & Skills Framework (KSF) outline for this post.
Responsibility for Information Resources:
- Adheres to Trust Record Keeping Policy and ensures accurate and timely input into patient records and appointment diaries.
- Following consultation, co-operate in the introduction of new technology and new working practices, in addition to those already in place as it may apply to the work of the administrative service.
- Ensure all information on the Patient Administration System is updated and accurate, in line with the Trust Data Quality Policy and liaise with colleagues as required, ensuring any necessary changes are actioned.
- Ensure that information systems accurately record the stage of the patient journey in line with national and locally agreed policies and procedures.
- Undertake regular refresher training in information technology to ensure knowledge and skills are kept up to date.
- Ensure any other patient identifiable information (other than that stored on the Patient Administration System) is stored and used in line with the Trusts Information Governance Policy.
- When required, create, maintain and update databases specific to the specialty requirements.
Responsibility for Research and Development:
- The post holder may be required to undertake audits of their own workload, as well as that of the supporting team, in conjunction with the requirements of the management team, e.g. telephone audit.
- Support in any departmental audits, including data collection and support with write up of audit reports.
Person Specification
Education and Training
Essential
- Minimum of 3 GCSEs (or equivalent) at grade C or above including English Language
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards)
Desirable
- AMSPAR qualification or equivalent
- Word Processing RSA II or equivalent
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
Knowledge
Essential
- Knowledge of computer packages e.g. Word, Excel, Outlook and PowerPoint.
- Ability to use email and maintain and update electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
Desirable
- Previous experience in use of EMIS, Meditech and Medisec.
Skills
Essential
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimum supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Understanding of medical terminology.
Personal Attributes
Essential
- Good interpersonal skills
- Flexible approach to work and adaptable to change.
Person Specification
Education and Training
Essential
- Minimum of 3 GCSEs (or equivalent) at grade C or above including English Language
- NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards)
Desirable
- AMSPAR qualification or equivalent
- Word Processing RSA II or equivalent
Experience
Essential
- Experience of a secretarial/administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of providing secretarial/administrative support to a team.
Desirable
- Experience of working within an NHS environment.
Knowledge
Essential
- Knowledge of computer packages e.g. Word, Excel, Outlook and PowerPoint.
- Ability to use email and maintain and update electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
Desirable
- Previous experience in use of EMIS, Meditech and Medisec.
Skills
Essential
- Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimum supervision following set procedures.
- Ability to organise and prioritise workload in order to meet deadlines.
- Ability to work as a member of a team.
- Understanding of medical terminology.
Personal Attributes
Essential
- Good interpersonal skills
- Flexible approach to work and adaptable to change.
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).
