Administrator - Rehab and Therapies

7 months ago


London, United Kingdom Guy's and St Thomas' NHS Foundation Trust Full time

The Rehab and Therapies department is looking for an Administrator who will provide high quality administrative support to the department.

The post holder will provide a confident professional service to all patients and carers and service users whilst supporting them throughout their pathway of care. The post holder must adhere to Trust Policies and Procedures at all times.

The role is primarily based at Royal Brompton Hospital and you will be required to work on-site.

Main duties and responsibilities include, working closely with clinicians and maintain a smooth running of the Rehab and Therapies clinics.

Your role will consist of outpatient bookings from waiting lists, uploading referrals, supporting clinicians and assisting the team lead. This role will also involve tracking patients ensuring that outcomes are kept up to date and data submitted in a timely manner. We require you to undertake any other reasonable duties necessary to ensure the smooth running of the service.

The Rehabilitation and Therapies services sits within the Heart, Lung and Critical Care clinical group. Services are based at both the Royal Brompton Hospital and Harefield Hospital. Our services include cardiovascular prevention and rehabilitation, pulmonary rehabilitation and oxygen, inpatient and outpatients therapy services, clinical psychology and private patient therapy services. We are a diverse group of clinical and non-clinical staff working together to provide excellent patient care to our patients with heart and lung conditions.

The duties and responsibilities listed below are representative of the Administrative role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.
- Manage new outpatient bookings, schedules and support clinicians with booking follow up appointments.
- Responsible for managing the therapies mailbox and answering telephone queries
- Booking meeting rooms and ordering department supplies including stationary.
- Typing and formatting of letters and minutes.
- Data entry for UK Rehabilitation outcomes.
- Provide administrative support to projects being managed within the service as directed.
- Provide administrative support within the service, including cross cover for administrative team members as required, including deputising for the Team Lead for short periods of time.
- Provide advice and support to new or less experienced employees on own administrative duties.
- Maintain departmental databases in a timely and accurate manner.
- Assist with the collation of data as required.
- Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.

Communication
- Act as first point of contact for callers, visitors and deliveries to the department.
- Deal with all enquiries from patients, staff and visitors in a courteous, efficient and tactful manner referring to appropriate staff when necessary.
- Manage diaries and organise meetings ensuring that all supporting arrangements are in place.

Customer Service
- To liaise with patients regarding their appointments.
- Book patientappointmentsinline with clinic schedules
- Liaise withcliniciansto ensure clinic schedules are accurate to enable co-coordinatorsto offer open slots.

General Office Duties
- Maintain stationary supplies, order stationery, supplies and services in accordance with policies and procedures.
- Sort, distribute and handle incoming mail and in a timely and efficient manner. Ensure that outgoing mail is collected and dispatched. Arrange the receipt and delivery of courier mail and parcels as required.
- Photocopying, collation and distribution of reports, correspondence, handouts etc.
- Establish and maintain accurate and efficient filing systems.
- Ensure the department is maintained and kept tidy at all times.
- Reporting and monitoring any maintenance / facilities as appropriate.



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