Therapy Admin Assistant

3 weeks ago

Bedford, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time

We have a vacancy in the Therapy department for a band 2 Admin Assistant. The post will be full time, 37.5 hours per week based at Gilbert Hitchcock House.

We are looking for an efficient, highly motivated administrative person to support the therapy team ensuring provision of receptionist and clerical duties. This is a busy area with a high throughput of work and staff are required to work efficiently as part of a team whilst maintaining courtesy, tact and diplomacy at all times. This role is split between reception and clerical duties.

This post is responsible for the provision of administrative support to the therapies department based at Bedford Hospital. The administrative team provides necessary office functions to support the physiotherapy and occupational therapy services including the operation of reception at Gilbert Hitchcock House.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
1. To contribute to the day to day running of the therapies admin function.
2. To act as the point of access for patients, healthcare professionals and members of staff contacting the supported therapy services, ensuring enquiries are dealt with competently and in a polite and courteous manner and appropriate actions are taken.
3. To be responsible for the management of outpatient appointments for the supported therapy teams including cashing up clinics.
4. To occasionally deal with distressed individuals and adopt conflict resolution techniques to assist the individual with their concerns.
5. To use problem-solving skills to resolve issues that arise and escalate to the therapies admin team lead/senior administrative assistant where necessary.
7. To accurately input data relating to patients, referrals and outpatient appointments.
8. To source and order stationary, equipment and other resources required by the therapies team using Trust electronic procurements systems and be responsible for incoming goods and distributing these.
9. To sort and file patient notes.
10. To scan and photocopy documents as required.
11. To monitor the sickness absence line and advise the appropriate management of any absences.
12. To assist with the induction of new starters within the therapies admin team.
13. To follow administrative procedures and participate in monitoring the effectiveness these, suggesting any improvements that have been identified.
14. To type reports, letters and other documents required by the therapies team and therapies management team including the audio typing of clinical letters for the therapies team using Trust dictation software.
15. To attend and contribute to meetings as required.
16. To work within the clerical therapies team to support and provide cover in the absence of colleagues and during times of pressure.
17. To liaise courteously with members of the therapy team to ensure a smooth and efficient service.
18. To provide reception cover on the ground floor of Gilbert Hitchcock House for the supported therapy services.
19. To monitor the accuracy and presentation of own work.
20. To take part in the annual appraisal process as an appraisee.
21. To report maintenance and cleaning issues as required.
22. To adhere to the trust policy regarding confidentiality and be responsible for escalating concerns or breaches to the therapies admin team lead/senior administrative assistant.
23. To demonstrate ongoing personal development through participation of internal and external development opportunities.
24. To prioritise own work.
25. To support the management of complaints received in accordance with Trust policy escalating these to the therapies admin team lead/senior administrative assistant.
26. To work within departmental guidelines and SOPs, implementing any changes required.
27. To be responsible for ensuring own mandatory training is up-to-date.
28. To participate in team activities and programmes including regular meetings.
29. To make clinic cancellations due to staff absences such as annual leave or sickness as requested.
30. To support recruitment for the therapies admin team in conjunction with the therapies admin team lead/senior

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