Physiotherapy Administrative Coordinator

3 weeks ago

Newton Abbot, Devon, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Job Overview

The Physiotherapy Administrative Coordinator will deliver exceptional administrative and reception support to the Physiotherapy Service. This role is essential in assisting the Physiotherapy professionals across various locations, ensuring a seamless experience for both staff and patients. A friendly, confident, and accommodating demeanor is crucial, as this position may serve as the initial point of contact for the service. All interactions must be handled with promptness, courtesy, and empathy, ensuring that information provided is accurate and comprehensive.

Key Responsibilities

  • Respond to all telephone inquiries and appointment requests in a polite and efficient manner.
  • Distribute clinic-related information effectively.
  • Collaborate flexibly with the administrative team to ensure smooth operations.
  • Manage telephone communications, taking precise messages and relaying them promptly according to established procedures.
  • Prepare and organize patient information folders.
  • Photocopy and compile written patient information as needed.
  • Scan documents into the designated system.
  • Locate patient records using the appropriate database.
  • Circulate written communications as requested, ensuring timely distribution.
  • Prepare and redirect mail as necessary to facilitate effective communication.
  • Maintain an organized filing system.
  • Assist in scheduling Physiotherapy appointments for clinicians.
  • Type correspondence accurately and promptly, adhering to service standards.
  • Familiarize oneself with and adhere to Trust, Unit, and Departmental policies, including Health & Safety regulations.
  • Perform additional duties as required to meet the dynamic needs of the department.

About the Organization

As part of the broader Musculoskeletal (MSK) outpatient Physiotherapy Administration and Clerical team, you will play a vital role in supporting the physiotherapy service.

Job Duties

  • Ensure all visitors and inquiries to the Physiotherapy Department are greeted courteously and their needs addressed sensitively or directed to the appropriate service.
  • Register patient information and schedule appointments using the relevant IT systems.
  • Organize and facilitate the efficient operation of Physiotherapy Clinics, ensuring records are current.
  • Provide timely typing of clinic appointments and correspondence, ensuring prompt delivery and collection of mail within the facility.
  • Exercise initiative in managing a variety of requests and demands.
  • Maintain confidentiality regarding all information obtained during the course of duties.
  • Input data accurately into the computer systems.
  • Offer support to clients, assisting them in challenging situations and providing information with sensitivity.
  • Participate in training as required.

Communication and Collaboration

This position necessitates frequent and effective verbal and written communication with various individuals, including:

Internal Contacts:

  • Other Administrative and Clerical Staff
  • Healthcare Professionals

External Contacts:

  • Members of the public

Qualifications and Skills

Essential Qualifications:

  • Strong general education background.
  • Proficient keyboard skills.
  • Customer Care Training (NVQ Level 2) or equivalent experience.

Desirable Qualifications:

  • EDCL or equivalent certification.

Knowledge and Experience

Essential Knowledge:

  • Excellent telephone etiquette and ability to engage with the public and staff at all levels.
  • Numerate and literate.
  • Capable of independently typing correspondence.
  • Ability to meet deadlines consistently.
  • Experience in face-to-face interactions with the public.

Desirable Knowledge:

  • Familiarity with IHCS, Windips, and Unit4 systems.
  • Understanding of NHS operational frameworks and experience in customer relationship management.

Specific Skills

Essential Skills:

  • Strong telephone communication skills.
  • Ability to work effectively under pressure and as part of a team.
  • Clear written and verbal communication abilities.

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