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 scheduling in a polite and efficient manner.
  • Distribute clinic-related information effectively.
  • Collaborate flexibly with the administrative team leads.
  • Manage telephone communications, taking precise messages and relaying them promptly according to established office protocols.
  • Prepare and organize patient information folders.
  • Photocopy and compile written patient materials.
  • Scan documents into the designated system.
  • Locate patient records using the appropriate database.
  • Circulate written communications as requested, ensuring timely and thorough distribution.
  • Prepare and redirect mail as necessary to facilitate effective communication.
  • Maintain an organized filing system responsibly.
  • 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, to ensure a consistent approach and safeguard the well-being of patients, visitors, and staff.
  • 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.

Communication and Collaboration

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

Internal Contacts:

  • Other Administrative and Clerical Personnel
  • 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:

  • ECDL or equivalent certification.

Knowledge and Experience Requirements

Essential:

  • Excellent telephone etiquette and ability to engage with the public and staff at all levels.
  • Numeracy and literacy skills are essential.
  • Capability to independently type correspondence.
  • Ability to meet deadlines consistently.
  • Experience in face-to-face public interactions.

Desirable:

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

Specific Skills Required

Essential:

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

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