Personal Assistant to The Clinical Leads Outpatient

7 months ago


Canterbury, United Kingdom East Kent Hospitals University NHS Foundation Trust Full time

To provide full secretarial and administrative support to the clinical leads of the Outpatient therapy service in order to ensure the provision of a high quality co-ordinated service, and to provide support to the care group governance arrangements in accordance with the requirements of the Trust and external bodies.

The post requires the post holder to undertake a proportion of administrative duties, exercising initiative, discretion, skill and to work flexibly with others across the Trust.

The post holder will need to co-ordinate dashboards for a number of areas such as complaints, risks and workforce key performance indicators (KPIs) for the department. The post holder will need to be proficient using technology which supports the above for effective reporting mechanisms.

Within Therapies customer service is the focus of all tasks, providing a high-quality service to all patients, relatives, staff and visitors to the Therapies department in a professional, courteous, respectful and confidential manner.
- Outpatient Therapies within EKHUFT support patients at various stages of their rehabilitation journey and treatment including Physiotherapy, Occupational Therapy, Hand Therapy, Speech & Language Therapy, Neuro Therapy, Vascular Therapy, Paediatric Therapy, Rheumatology Therapy, Hydrotherapy and Advance Practitioner Therapy Services in hands, paediatric, spinal, rheumatology and upper limb.
- To support the clinical leads of the Outpatient Therapy Service in their day to day role, effectively managing their diaries and workload
- Act as first point of contact on behalf of the clinical leads of the Outpatient Therapy Service and deal effectively and courteously with all enquiries from the public, patients, other departments within the Trust and external parties
- Work autonomously and assess all enquiries, deal with them effectively and respond appropriately.
- Manage and co-ordinate department meetings, including preparation of papers, minutes and circulation of papers in a timely manner.
- To receive and despatch post linking with previous or appropriate correspondence. To maintain effective electronic filing system for the department including relevant staffing files.
- Co-ordinate and support in the facilitation of events across the division, including away days and training days, with an aim to spread learning and support staff to promote and develop an open and fair culture where staff report adverse incidents in a timely manner.
- Maintain a record of audit for the division to ensure changes made are embedded/sustained in practice.
- To support the Therapy leads in providing information and preparing reports.
- Maintain and manage the department documentation ensuring agreed policies, procedures and protocols are regularly reviewed, update and uploaded correctly onto Trust systems.

The Therapies Outpatient services are working hard to ensure that we put patient care and their rehabilitation at the heart of everything we do. We are on an exciting improvement journey and can offer you a rewarding, flexible and supportive role in assisting with the delivery and provision of a full range of rehabilitation services within East Kent.

We are currently recruiting into an exciting administration position working amongst some of the many outpatient therapies services, including Physiotherapy and Occupational Therapy. You will have an opportunity to work amongst the administration team providing an efficient and streamlined service for patients.

We offer a full package of benefits, including a car lease scheme; on-site childcare; generous annual leave in line with NHS terms and conditions; high street and public transport discounts; a 24/7 staff support service - and the little things that make life easier, like on-site Amazon lockers and fresh fruit and veg stalls.
- Key Tasks: - To support the clinical leads of the Outpatient Therapy Service in their day to day role, effectively managing their diaries and workload
- Act as first point of contact on behalf of the clinical leads of the Outpatient Therapy Service and deal effectively and courteously with all enquiries from the public, patients, other departments within the Trust and external parties
- Work autonomously and assess all enquiries, deal with them effectively and respond appropriately.
- Manage and co-ordinate department meetings, including preparation of papers, minutes and circulation of papers in a timely manner.
- To receive and despatch post linking with previous or appropriate correspondence. To maintain effective electronic filing system for the department including relevant staffing files.
- Co-ordinate and support in the facilitation of events across the division, including away days and training days, with an aim to spread learning and support staff to promote and develop an open and fair culture where staff report adverse incidents in a timely manner.
- Maintain a record of audit for the division to ensure changes made are embedded/


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