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Outpatient Services Business Support Administrator
1 month ago
Job summary
We are excited to announce wehave an opportunity for a Band 4 Out-Patients Business Support Administrator, to join our OccupationalTherapy Service.
Based on our current administration team working hard to develop and embed newly configured administration processes and systems to support our services delivery and performance;we have a fantastic and unique opportunity for a candidate with an administrationbackground and would like to gain experience working in performance and data and in exciting projects to improve patient care.
You will have the exciting and unique opportunity to support and leadwith the continued modernisation of administration processes and assist the out-patient services delivering stronger activity and performance, thusmeeting essential Trust targets and making sure patients receive a timely service.
You will be part of a growing service so ideally should have some experience of working with therapists/clinicians and patientsas you will be expected to have face to face and telephone interactions. You should also have some experience of managing others, but the role will support your development of managing an administration team.
The post offersmany opportunities to grow and develop skills, full training will beprovided and you will be supported by the teams.
We also want to invest in you so will support you through appropriate training to develop your administration skills, leading change and managing others.
Main duties of the job
This exciting post will requireyou to
Tobe the lead for the secretarial, administrative and clerical servicessupporting outpatient activity in the Occupational Therapy service.
Inparticular the role will involve a high level of understanding of outpatientOccupational Therapy services and to be the expert resource for theadministration processes and computer systems used by Occupational Therapy.
Thepost holder will be the main point of contact for administration and hold responsibility for theoverall accurate recording of activity related to this.
Tosupport in the co-ordination and management of the administrators supporting Occupational Therapy, thus ensuring a responsive administration support for the Out-patient Occupational Therapystaff.
Toundertake projects as delegated related to quality and performance
To support the OT managerwith analysis of out-patient activity and implementing actions for improvement
We are lookingfor a highly motivated individual that will be able to demonstrate an appetitefor change and not be afraid to test new systems and processes. You need to be professional, conscientiousness,with excellent communication skills and the ability to work autonomously. Having some experience of the main duties would be advantageous, but we recognise that candidates may need to be developed in these areas as well and that this is a developmental post so encourage those enthusiastic candidates to apply.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best peopleBetter never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
KeyDuties:
To provide a comprehensive administrative and secretarial supportto the Occupational Therapy manager and Occupational Therapy out-patientdepartment by:
Providing specialist secretarial/administration support and adviceto the out-patient OT teams and/or directorates to support a number ofinitiatives.
Answering telephone enquiries, taking and relaying messages in apolite and helpful manner, and using own judgement to establish the priority ofissues and taking action as appropriate
Inputting and analysing statistical data for all OccupationalTherapy out-patient services.
Develop and maintain effective electronic and paper filing systemsensuring information is secure and accessible to other team members.
Support team members in the collection of information forperformance reporting on relevant team activities and assist with analysis andinterpretation.
Run and collate reports, both qualitative and quantitative,including supporting with reports for the clinicians and senior management asrequired.
Having an expert understanding of the outpatient booking processand be the main point of contact when problem solving administrative/process-basedissues.
Organising and ensuring the smooth running of the secretarial andreception functions within the OT outpatient department.
Developing computerised and manual systems and processes formanaging information paperwork within the office.
Undertaking all administrative duties such as photocopying,scanning and sorting and prioritising mail and e-mail. Distributing asappropriate.
Sorting and prioritising all incoming mail and e-mail,distributing as appropriate.
Managing the electronic clinic room diaries for the service aswell as the diaries for the out-patient clinicians which could includearranging and changing appointments, prioritising these as appropriate.
Ensure all urgent and/or confidential communications are receivedand distributed from/to relevant parties in a timely manner.
To assist the Occupational Therapy manager with smooth coordinationof the text reminder service.
Identifying ways and implementation of improving the efficiencyand effectiveness of the administrative and business functioning of the OTout-patient service, systems, processes used.
Person Specification
Qualifications
Essential
Achieved or working towards a Level 3 in business administration or a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Desirable
Level 4 Business Administration A Level/Diploma/ Advanced Diploma in Business Administration
Experience
Essential
Proven experience of working in an office environment. Experience of using Office computer programs including Excel, Word and Outlook Some experience in statistical analysis and interpretation Ability to draft and compile reports Ability to liaise with all professionals and levels in a confident and effective manner Ability to deal with the public in a polite and effective manner Ability to manage and prioritise own workload Ability to produce good quality correspondence and reports Organisational skills/managing diary systems and tracking information
Desirable
Working knowledge of email systems, Oasis and the Clip Data analysis and interpretation skills Extensive knowledge of Microsoft Office applications Experience of working in a supervisory role Technical Expertise/ Competence Ability to work to deadlines and prioritise a heavy workload, always ensuring attention to detail
Knowledge and Skills
Essential
Able to communicate with staff across all levels of the organisation Professional approach Able to work effectively within a team environment
Other Qualities
Essential
Ability to work effectively under pressure/with distractions Attention to detail Able to work under limited supervision Understanding of the need for confidentiality Customer focused approach Commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Other Job Requirements
Essential
Car Driver The post holder must have a full driving licence and have access to a vehicle in order to work flexibly across all sites.