Therapies Service Co-ordinator

3 weeks ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We are looking for an experienced, professional, and dynamic lead administrator to provide comprehensive administrative and secretarial support to our Therapy Leads at Lewisham and Greenwich Trust (LGT).

You will join a progressive Therapies department of over 400 staff working across 5 Allied Health Professions (Physiotherapy, Occupational Therapy, Nutrition and Dietetics, Podiatry and Orthotics, and Speech and Language Therapy).

You will play a key role in supporting the Head of Therapies, and other Leads, in the operational management of Therapies.

The post holder will be an excellent communicator and team player, motivated to support Therapies in providing the best care for our patients. You will be expected to work autonomously and proactively, seeking ways in which to support effective service delivery.

You will be based on the University Hospital Lewisham site but will also work from our other sites at Queen Elizabeth Hospital and in the community, where you will provide supervision to other administrative staff within Therapies.

In Therapies you will find an inclusive and friendly working environment, committed to staff development and support.

**Post Title**: Therapy Services Co-ordinator

**Department**: Therapies

**Responsible to**: Head of Therapies

**Grade**: 5

**Hours**: Full time - 37.5 hours

**Job Summary**:
The post holder will provide comprehensive administrative and secretarial support to the therapy leads resolving day to day problems independently. Make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with departmental, trust and national standards, policies and procedures. Act as a source of advice and guidance, and the first point of contact for enquires for the Head of Therapies. Coordinate the preparation of agendas and minutes, taking appropriate follow up action as required.

The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.

The post holder will be a key member of the therapy leads team and will undertake roles and responsibilities in accordance with the grade and nature of the post. These will include specific project work and full meeting facilitation.

The post holder will provide supervision to other administrative staff working within therapies.
1. Key Result Areas & Performance

1.1 To provide consistent and efficient administrative support

1.2 Demonstrate effective time management and workload prioritisation

1.3 To ensure confidentiality of information, both verbal and written, at all times

1.4 To support the Therapy Leads with administrative tasks

1.5 Ensure continuous review of administration policies and procedures

1.6 Implement and develop new processes and guidance in order to secure efficient and effective operation of the service

1.7 Develop and maintain standard operating procedures in relation to the work of the Head of Therapies

1.8 Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant trust systems, as determined by the role, ensure all relevant data is collected and input accurately in line with the Trust guidelines.

1.9 Share ideas for potential service improvement

1.10 Provide an efficient and comprehensive secretarial and clerical service to Therapy leads on a day to day basis and be fully involved member of the Therapy leads team

1.11 Provide supervision and advice to other administrative staff working in therapies

1. Financial

2.1 To oversee entry of invoices / financial data in order to cross charge and re-bill appropriately

2.2 To check budget statements/invoices (Identify anomalies, reconcile/rectify anomalies, take appropriate action/escalate)

2.3 To process travel / other expense claim forms / petty cash

2.4 Deal with private invoices

2.5 Retrieve data relating to the supply of goods

2.6 To process documentation relating to the supply of goods

2.7 To be familiar with the SBS ordering system, using it appropriately and liaising with Supplies department as necessary

1. Partnership and Communication

3.1 To use initiative in handling queries, based on knowledge of the departments, within the boundaries set by the therapy managers

3.2 To be the central point of contact for the Therapies service as requested

3.3 In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls - taking suitable course of action as necessary, liaising with others as appropriate

3.4 Greet and receive guests who are visiting the Therapies service

3.5 To communicate sensitive and complex information to individuals / other service users or departments

3.6 To liaise with professional staff/ managers and other col

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