Children's Occupational Therapy Administrator

Experienced health care administrator required to co-ordinate and support the management of administrative duties for the community Children's Occupational Therapy team.

**Key responsibilities include**:

- Efficient and confidential administrative support for the Children’s Occupational Therapy team
- Retrieving and relaying messages to and from other professionals and service users
- Maintenance of accurate and up to date data systems, information sharing and reporting systems
- Supporting the co-ordination of clinical allocations, room booking and the production of clinical letters
- Participate in service wide developments, attend meetings and supporting with note taking as required

The post holder will need excellent communication skills, the ability to remain calm under pressure and to defuse any escalating situations. Listening and negotiation skills are crucial, you will be supported by the wider therapy workforce on a day to day basis.

The service offers a structured Personal Development Review (PDR) and Clinical Supervision, and actively promotes Continued Professional Development in house learning and development opportunities.

Be responsible for providing confidential, accurate and efficient clerical and administrative support for the Children’s Occupational Therapy Team.

To provide efficient and confidential administrative support to the Children’s Occupational Therapy team through the maintenance of accurate and up to date data systems, information sharing processes, and effective team working. Effective liaison with Multi-Agency Partners. To ensure an efficient, effective and economic procurement service for the occupational therapy department.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Provide administrative support to the Children’s Occupational Therapy team, across Warwickshire. This position requires knowledge of medical terminology.

Carry out department I.T. administration tasks as required.

Responsible for scheduling appointments using the trust recommended computerised appointment scheduling system.

Schedule, manage, negotiate, arrange and amend appointments and clinics working within established guidelines. This will include dealing with telephone and direct enquiries from patients, hospital staff and visitors on a daily basis.

Administration tasks will include producing clinic letters, inputting information into databases.

Communicate with patients, Occupational Therapy staff, Consultants, G.P’s,other healthcare professionals and local authorities to maintain an efficient and professional service.

File and retrieve patient records within the Therapies Department in order to maintain the smooth running of the service and treatment of patients.

Open and distribute departmental post, prioritising tasks that require urgent attention and ensure relevant documentation is acted on promptly and appropriately.

Liaise with colleagues to order supplies/stock for the department, through the appropriate systems. Receive and sign for items delivered to the service and ensure their appropriate distribution. Keeping accurate records and tracking delivery of goods.

Retrieve telephone messages relaying information and following up as necessary ensuring that all enquiries are handled with tact, diplomacy and using sound judgement to determine the appropriate action.

Deal sensitively and compassionately with information received in confidence, most of which may be highly confidential in line with the Trust’s Information Governance policy.

Be responsible for the facilities within the Administrative area reporting any defects to senior staff and the facilities maintenance department. To monitor and chase completion of booked work.

Liaise with G.P surgeries to resolve patient queries.

Maintain patient confidentiality at all times in accordance with the data protection act.

Prioritise and manage own workload independently taking account of the unpredictable nature of the workload, the requirement to work to tight deadlines and the need to adapt to constant