Therapy Services Administrative Assistant

The Therapy Services Department has a vacancy for a Administrative Assistant working at our new location at Bournville Health and Wellbeing Centre.

The post holder would be required to work on a Monday to Thursday between the hours of 07.15am - 20.00pm and a Friday between the hours 07.15am - 17.00pm on a rota basis. The post holder would also be expected to be flexible in the event of a colleague’s sickness or annual leave.
- To work on reception as part of the Therapy Services Team and deal with all patients and visitors to the Therapy Services Department
- Provide clerical support for the Therapy Services Department
- Maintain the electronic Tiara Therapy database for Therapy Services
- Track therapy referrals on the ROH 18 week tracker
- Maintain stock control systems in Therapy Services
- To work in the Therapy Services contact centre receiving calls from patients

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.

Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.

The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.

We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.

The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.

RESPONSIBILITIES

1. To work on reception as part of the Therapy Services Team and deal with all patients and visitors.
- To deal politely, efficiently and professionally either face to face or by telephone with all visitors, patients, carers, GP’s, Consultants, suppliers, staff from other hospitals and departments and act as a focal point for information.
- To deal with distressed, emotional or difficult patients over the telephone or face to face.
- ‘Cash up’ the Physiotherapy Triage Clinics and update the hospital PAS system.

1. Provide clerical support for the Therapy Services Department
- Maintain the Staff Gym database on the hospital Intranet.
- To work as part of the Therapy Services clerical team, undertaking general office duties e.g. photocopying, scanning, faxing, post and filing.
- Provide administrative support for the Therapy Services Department. Chaperone the Orthotist if a patient requests during clinic consultation.
- Maintain the filing system of Therapy notes in Therapy Services
- Prepare Orthotics patient records and relevant equipment requirements for the next day’s patients, allowing time to amend equipment if required.
- Be responsible for receiving cash and issuing receipts to patients, relatives and carers with regard to patient appliances, borrowed equipment, organise refunds and maintain records as appropriate
- To assist in maintaining the cleanliness of the treatment rooms and workshop

1. Maintain the electronic Tiara Therapy database for the Therapy Services Department
- Book all patient appointments within the Therapy Services Department, liaising with patients/carers over the telephone or face to face on a daily basis, using negotiating skills as necessary.
- Generate and send appointment letters in a timely manner or contact patients by telephone if necessary to ensure all available appointments are utilised.
- Input attendance details for patients on Tiara when the Touch Screen is not working.
- Amend/cancel appointment dates and times in Tiara as instructed by Therapists and communicate this to patients, colleagues or other departments, either by telephone, face to face or in writing..
- Organise transport for patients as required in liaison with patients and external agencies in line with Trust Policies and Procedures.
- Register referrals received daily.
- Identify physiotherapy referrals for those patients who live outside ROH catchment area and transfer or look for appropriate local hospital or health centre.
- Scan all external documents and upload/attach to patient record in the Tiara database.

**1. Track Therapy referrals on the 18wk tracker**:

- Using the Trust Tracker, identify referrals on an 18wk pathway and prioritise as necessary for patients seen at the ROH.

**1. Maintain stock control systems in Therapy Services**:

- Maintain the Orthotics INTEGRA system to reflect the equipment provided to each patient.
- Support with the ordering of orthotic equip