Job summary
We are currently looking for an enthusiastic individual to provide administrative leadership and support to clerical officers for the WWL Children's Occupational and Physiotherapy Service. This is a permanent full time post ( hours) working across Monday to Friday.
You will be required to oversee and in part delegate the administration of the clerical work of the department, allocating routine duties to clerical officers. You will be required to support the clerical officers in daily tasks and complete supervision and annual PDRs with clerical officers alongside the team leader.
You will need to be an excellent communicator with good telephone, customer service skills and be able to answer telephone calls in a timely manner responding professionally and appropriately. Ensuring all interactions in relation to requests and enquiries to the department are dealt with in an efficient, effective, and courteous manner, forwarding onto professionals within the team when required.
The candidate will have the ability to deal with the general public on a daily basis and the role includes reception duties, booking patients into clinics and general administrative duties to ensure smooth operations of the service.
You will be required to efficiently deal with incoming referrals and correspondence into the service, inputting these onto the electronic systems to allow for timely triage and review by the therapists, therefore excellent computer skills are required.
Main duties of the job
Clinical recording
1. To organise, provide and be responsible for administrative support for the department.
2. To oversee the administration of the clerical work of the department, allocating routine duties to others in the team.
3. To undertake office duties, processing of incoming referrals as per organisational policy.
4. To be the first point of contact, responding to service user queries and to feedback information from clinicians as appropriate
5. To operate computerised system as part of supporting patient management
Record keeping
6. To monitor waiting lists and reviews, managing as per departmental policy
7. To scan and photocopy records as required.
Stock management
8. To maintain an inventory of all office, reordering via team lead when required
9. To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
10. To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required
Data management
11. To monitor and input data as required by team leader
Staff development
12. To identify and support staff training and in conjunction with the team leader to undertake PDRs for clerical staff.
About us
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Clinical recording
13. To organise, provide and be responsible for administrative support to health professionals within the department.
14. To oversee the administration of the clerical work of the department, allocating routine duties to others in the team.
15. To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using the computer system.
16. To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
17. To operate computerised system as part of supporting patient management
Record keeping
18. To monitor waiting lists and reviews, managing as per departmental policy
19. To retrieve case notes, either written or computerised for clinics
20. To scan and photocopy records as required.
Stock management
21. To keep records of stock ordered.
22. To maintain an inventory of all office, reordering via team lead when required
23. To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service
24. To liaise with manufacturers/company representatives regarding any non delivered items following up queries by phone as required
Data management
25. To monitor and input data as required by team leader
26. To collect and submit data for the trust within timescales
27. To travel to clinics at Platt Bridge Health Centre and Leigh Health Centre to provide administrative support to the services therein. This responsibility is delegated from team leader
Staff development
28. To identify and support staff training and in conjunction with the team leader to undertake PDRs for clerical staff.
Person Specification
Qualifications
Essential
29. Literacy and numeracy qualifications or equivalent experience
30. Relevant Level 2 or equivalent experience
31. Audio typing qualification or proven experience
Experience
Essential
32. Experience with Microsoft Word and other Microsoft packages including external databases and software systems
33. Experience of working as part of a team
34. Experience in dealing with the public
Skills
Essential
35. Ability to manage staff
36. Good numerical skills for compilation of statistics
37. Excellent telephone manner and interpersonal skills
38. Good typing skills
39. Demonstrate the ability to work effectively without supervision.
40. Ability to work as part of a multi-disciplinary team.
41. Ability to work calmly and methodically when under pressure from busy caseloads.
42. Demonstrate good organisational/prioritising skills.
43. Evidence of ability to maintain hospital records and collect relevant data effectively.
Knowledge
Essential
44. Knowledge of Microsoft Word, Excel Spread sheets, Access Database and PowerPoint packages
additional
Essential
45. Speak English to an appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
46. Demonstrate an understanding of the importance of confidentiality in dealing with patient's details and work in a confidential manner.
47. The ability to travel independently across the Trust to Platt Bridge Health Centre and Leigh Health Centre
48. The ability to work flexibly in accordance with service needs, which may include weekend and evening working.