Administrative Support Coordinator
3 weeks ago
Position Overview
The Northumbria Healthcare NHS Foundation Trust is seeking a dedicated and detail-oriented individual to join our Occupational Therapy Specialist Services (OTSS) team as an Administrative Support Coordinator. This role is essential in delivering a thorough administrative service to our clinical teams and management on a permanent, part-time basis.
As part of a proactive and welcoming Occupational Therapy service, you will be integral to our mission of providing exceptional patient care. Our service delivery model has recently been enhanced by the integration of both physical and mental health specialist teams under unified leadership.
In this role, you will operate independently, coordinating your working days with our current administrative support officer to ensure seamless administrative coverage throughout the week, with collaborative efforts on Wednesdays.
Key Responsibilities
- Daily monitoring of referral inboxes.
- Processing referrals, including adding them to triage lists and waiting lists.
- Serving as the primary point of contact for patients, families, caregivers, and external stakeholders, primarily through telephone and email communication, as well as face-to-face interactions when necessary.
- Utilizing Trust Systems such as SystmOne, Therefore, and Health Roster effectively.
- Ordering supplies through the Trust Procurement System as required for the department.
- Taking minutes during meetings as needed.
- Providing secretarial support to the management team.
About Our Organization
We oversee three major locality hospitals and several smaller community hospitals and clinics, in addition to our advanced Northumbria Specialist Emergency Care Hospital. Our commitment extends to providing care in patients' homes and delivering services from local community facilities, such as health centers. We prioritize giving individuals greater choice and control over their care, enabling them to live independently at home and avoid unnecessary hospital admissions. Our focus on high-quality patient care ensures that every patient and service user has an outstanding experience with us. We are proud to have one of the most comprehensive patient experience programs among trusts in England.
Additional Responsibilities
- Maintenance and enhancement of database systems, including the compilation of information for statistical analysis.
- Efficient management of all occupational therapy referrals and appointments within the Patient Administration System and SYSTMONE.
- Proficient IT and keyboard skills, with a solid understanding of the Patient Administration System (PAS), SYSTMONE, Excel, and e-referral systems.
- Acting as the first point of contact for booking occupational therapy outpatient services, ensuring that patients receive accessible information and options.
- Timely processing of patient correspondence.
- Accurate entry and management of patient data within the Patient Administration System, SYSTMONE, and Excel.
- Ensuring the precise and timely filing and retrieval of occupational therapy records and hospital case notes.
- Arranging interpreters for patients attending outpatient clinics when necessary and requesting translated appointment letters if required.
For further details, please refer to the complete Job Description.
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