About this role
Job summary
An exciting opportunity has arisen for a full time position at Queen Elizabeth hospital, as a Band 4 Physiotherapy Outpatient Administrator.
We are looking for an enthusiastic, organised and dedicated individual with good communication and interpersonal skills to join our physiotherapy administrative team. This position offers an exciting opportunity to work within the outpatients physiotherapy setting at Queen Elizabeth Hospital.
Main duties of the job
The post holder will provide a high-quality administrative and coordination service to the Outpatient Physiotherapy Department, supporting the effective and efficient delivery of physiotherapy services across the Trust.
You should be a dynamic and motivated individual, who can provide efficient administrative input and can demonstrate leadership qualities, effective communication skills, a flexible approach and an ability to work under pressure, both as part of a team and independently. The post holder will be responsible for the coordination of their workload to meet the demands of the service.
The post holder will undertake a range of administrative, organisational and coordination responsibilities, including the management and maintenance of physiotherapy clinical diaries, coordination of administrative rotas and staff annual leave, patient appointment booking, telephone enquiries and reception provision.
About us
Please refer to the Applicant Guide via the link below for key information:- Applying to LGT Guide - Key Information for Applicants
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream
Job description Job responsibilities
The post holder will:
Provide comprehensive administrative support to the Outpatient Physiotherapy teams and Physiotherapy Leads. Coordinate and maintain clinical diaries and appointment systems for physiotherapy staff, including creating and amending diary templates and blocking diaries for annual leave, study leave, meetings and other agreed periods of non-clinical activity. Coordinate the weekly allocation of administrative responsibilities across the administrative team to ensure appropriate coverage of core functions. Coordinate administrative staff annual leave, in liaison with managers, to maintain minimum staffing levels and ensure continuity of service. Provide reception and front-of-house cover when staffing levels or service requirements necessitate. Book, amend and cancel patient appointments in accordance with departmental procedures and clinical requirements. Act as a first point of contact for patients, carers, relatives, referrers, health professionals and other stakeholders. Support the day-to-day management and smooth running of the Outpatient Physiotherapy administrative function. Provide supervision and support to Band 3 Physiotherapy Administrators and other administrative or temporary staff as required.
Person Specification
Qualifications and Training Essential
Good general education including GCSE English and Maths or equivalent Good written and spoken English skills Evidence of relevant administrative secretarial or business support training or equivalent experience.
Desirable
Microsoft Office or equivalent IT qualification Relevant healthcare administration qualification
Experience Essential
Significant experience of working in an administrative or secretarial role. Experience of working in a busy and demanding environment with frequent interruptions and competing priorities. Experience organising and coordinating workloads and activities to meet service requirements and deadlines. Experience working independently and using initiative to resolve routine administrative and operational issues. Experience of dealing with sensitive and confidential information. Experience of providing administrative support within healthcare or other complex organizational environment,
Desirable
Previous experience within an NHS or other healthcare environment. Experience of supporting clinical services. Experience or diary, clinic or appointment management. Experience of coordinating staff rotas, annual leave or workforce information. Experience of supervising or supporting other administrative staff. Experience of working within a Physiotherapy, therapy or other outpatient environment.
Knowledge Essential
Good knowledge of administrative and secretarial procedures and systems. Knowledge and understanding of diary and appointment management and the importance of maintaining accurate and timely information. Knowledge of effective workload planning, prioritisation and coordination. Ability to understand service requirements and use information to support effective administrative and staffing arrangements. Ability to identify problems, take appropriate action and recognise when matters should be escalated. Good working knowledge of Microsoft Office applications, including Word, Excel and Outlook, and ability to learn and use relevant Trust IT systems. Understanding of the importance of confidentiality, information governance and data protection. Ability to deal with confidential, sensitive and sometimes complex information with discretion.
Desirable
Knowledge of NHS administrative systems and processes. Knowledge of patient administration systems and/or electronic appointment systems. Understanding of the operational requirements of outpatient clinical services.
Personal Qualities Essential
Excellent organisational and time management skills, with the ability to prioritise and manage a varied workload. Ability to work on own initiative and with a high degree of autonomy while recognising when advice or escalation is required. Ability to coordinate and prioritise administrative workloads to maintain continuity of service. Ability to exercise sound judgement when dealing with competing demands and unexpected changes in staffing or service requirements. High level of accuracy and attention to detail. Excellent communication skills, both verbally and in writing and when dealing with telephone enquiries. Ability to communicate effectively with staff at all levels, patients, Evidence of contributing to service improvement and development. Evidence of supporting the development of colleagues or junior staff. relatives, carers and external organisations. Ability to provide guidance and support to junior administrative staff. Ability to work effectively as part of a team and contribute positively to team working. Flexible and adaptable approach to changing priorities and service requirements. Professional, courteous and approachable manner. Demonstrates discretion, sensitivity and sound judgement. Commitment to providing a high quality service to patients and colleagues.
Desirable
Evidence of contributing to service improvement and development. Evidence of supporting the development of colleagues or junior staff
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Lewisham and Greenwich NHS Trust
Address Queen Elizabeth Hospital
Stadium Road
Woolwich
SE18 4QH
United Kingdom
Employer's website https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)