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Adult Therapy Administration Coordinator
2 months ago
Position Overview
An exceptional opportunity has emerged for a dedicated and proactive administrator to become a vital part of our Occupational Therapy division.
This role entails delivering comprehensive administrative and clerical support to the Adult Occupational Therapy and Wheelchair Service Management teams, operating across multiple locations.
The ideal candidate will exhibit the capability to manage multiple tasks in a fast-paced and challenging environment, ensuring accuracy while working independently to adapt to the service's evolving needs.
Proficiency in administrative processes, particularly with Microsoft Word and Excel, alongside outstanding verbal and written communication skills, is essential.
Prior experience in an administrative capacity, including the development and execution of office protocols and systems, is a prerequisite.
Key Responsibilities
• Deliver a thorough administrative and clerical support service to the Adult Occupational Therapy and Wheelchair Service Management teams.
• Facilitate administrative and clerical assistance to the operational workflows of the Adult Occupational Therapy.
• Provide administrative support to the acute Speech and Language Therapy Service as required.
• Offer coverage for administrative and clerical personnel during periods of absence.
About Our Organization
Join a Trust recognized for excellence by the CQC. South Warwickshire University NHS Foundation Trust has achieved an outstanding rating following our recent inspection, and we are seeking new team members to help us enhance our services further.
We deliver a wide range of services throughout Warwickshire and beyond, including hospitals and community services. Our organization is progressive and expanding, with a strong commitment to improving quality, integrating pathways, and achieving high productivity levels.
Our core values can be summarized as follows: We are 'Trusted to provide safe, effective, and compassionate care.' Throughout the recruitment process, candidates will be encouraged to reflect on how they embody these values and their impact on their work, regardless of their role.
Job Duties
Scope of Work
• Identify and request specific non-stock items in accordance with departmental and Trust financial guidelines, addressing queries related to orders, receipt, and distribution of goods.
• Maintain a working knowledge of the electronic staff administrative system, ensuring timely updates of shift patterns, competencies, and absences.
• Utilize the electronic patient administrative system to input referrals promptly.
Main Responsibilities
• Provide comprehensive administrative and clerical support to the Adult Occupational Therapy and Wheelchair Services Management Team.
Knowledge, Skills, and Experience
• Execute daily administrative and clerical tasks to support the Adult Occupational Therapy and Wheelchair Services Management and operational workflows.
• Input data to facilitate the generation of tables and graphs for audits or service reviews.
• Organize and manage meetings, including room bookings, hospitality arrangements, and coordination of responses.
• Prepare documentation for meetings and workshops, distributing agendas, minutes, and related materials in advance.
• Record minutes and notes from workshops for the Adult Occupational Therapy and Wheelchair Service Management team.
• Disseminate information through written correspondence or electronically to staff, support services personnel, and external agencies.
• Assist in the annual stock takes for Occupational Therapy.
• Ensure personal data is accurately maintained within personal files and electronically through relevant systems.
• Process correspondence and telephone inquiries, addressing patient and professional queries and complaints efficiently.
• Develop and sustain effective professional communication networks within the Occupational Therapy and Wheelchair Services and with external agencies.
• Provide administrative support for management team activities, including formal investigations and performance management.
• Raise and monitor minor works requests through the Trust Estates Department.
• Offer clerical support for the induction of all Adult Occupational Therapy staff and students.
• Demonstrate ongoing professional development through self-reflection, effective supervision, and participation in development opportunities.
• Exhibit strong personal time management, punctuality, and reliable attendance.
• Adhere to Trust policies and procedures, including those related to health and safety, data protection, and equal opportunities.
• Respect the individuality, values, and cultural diversity of clients, contributing to a service that is sensitive to these needs.
Managerial Responsibilities
• Ensure effective communication regarding day-to-day management is escalated as necessary under the guidance of the relevant member of the Adult OT and Wheelchair Management Team.
Person Specification
Experience
Essential
- Formal technical qualification NVQ level 2 or ECDL
Experience
Essential
- Experience in a clerical/admin environment
Desirable
- Experience in the NHS/Social Care
Skills
Essential
- Strong verbal and written communication skills
- Proficient in computer applications such as Excel, Word, and Access
- Ability to adhere to office procedures
- Capability to work effectively in an office setting
- Ability to foster effective working relationships with team members and other professionals
- Understanding of professional conduct
Desirable
- Awareness of confidentiality issues
- Ability to work independently
- Willingness to adapt to changing service needs
Personal Qualities
Desirable
- Flexibility to meet service requirements
- Openness to change
Other
Desirable
- Willingness to work in various locations
- Commitment to continuous learning
