Job Description

An exciting opportunity has arisen to join our Children's Occupational Therapy and Physiotherapy team. We are looking for a part time (18 hrs per week) Administration Officer, to work within the Lighthouse Child Development Centre.



We are a team of 20 staff consisting of Occupational Therapists, Physiotherapists and Therapy Assistants.



We offer a welcoming atmosphere and a supportive working environment.



The successful candidate must be flexible able to work on their own initiative and as part of a team. The role will involve providing a comprehensive administration service to the Children's Occupational Therapy and Physiotherapy team. This includes telephone enquiries from internal and external stakeholders, processing referrals and responding to tasks using SystmOne, booking appointments and sending appointment letters, accurate recording of all activity across services. The post holder will be required to provide secretarial duties on behalf of services and ensure incoming and outgoing telephone calls are dealt with in an efficient manner. The post holder will ensure all follow up actions from calls, emails etc. have been progressed. Working to deadlines to ensure the smooth running of the department.



The post holder will work within the children's Occupational Therapy and Physiotherapy team. This team is part of the community services provided from the Lighthouse Child Development Centre. The post holder will support clinical services and functions within Trust localities. The Service will ensure the timely and accurate recording of all activity across services using Trust and partnership information systems. The Service from the Lighthouse requires a team approach to ensure cover for absence across all services/locations and the post-holder will be required, on occasion, to relate to provide this cover. Post holders, as appropriate, will be required to provide secretarial duties on behalf of the Service. Post holders will also act as telephone agents and will ensure that the Trust's commitments to customer service and immediate access is a priority.

Valuing you. Recognising your dedication. At EPUT, we look after you.



Receive supervision and support to help you fulfil your potential.



Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.



If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.



We run recognition awards to recognise staff's hard work and dedication.



Benefits



27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.



Excellent pension of up to14.5% of your pensionable pay.



Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.



8K relocation package if you move to Essex to join us



Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.



Work that wraps around your needs

Flexible working:

available from day one for most roles.

Job share:

Applications for job shares are welcomed.



Communication



You will be required to handle incoming and outgoing telephone calls to clinical staff in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times. Record accurate messages and follow them up appropriately in accordance to department guidelines. To deal face-to-face with clients seeking further help/information and to be aware of the needs of the patients/clients and to deal in an appropriate manner with people who can be hostile, abusive or aggressive. To exchange confidential, sensitive information with staff, patients/clients, and carers in person or on the telephone. The unpredictability of clients means that persuasive, reassuring, empathic, skills are required at all times. Deal with queries raised by patients, relatives, GP's or other healthcare professionals both internally and externally to the Trust. These are often of a non-routine nature and involving complex issues such as medication and other clinical treatments where there are barriers to understanding due to the nature of the client group.

Knowledge



To be responsible for ensuring all correspondence is accurately and appropriately presented using Trust and departmental procedures and medical terminology used by the clinical staff. To be skilled and experienced in the full range of secretarial work practices, software programmes and specialised functional terms. To be proficient with the knowledge of Patient Records management supporting new users and instructing them as necessary. To use the knowledge and experience to meet the needs of the clinical teams by completing non-routine tasks on a daily basis. To operate the Trusts central telephony systems. To update skills as necessary and attend mandatory training and maintain records as per Trust policy.

Analytical and Judgement



Receiving, prioritising and organising appropriate action when dealing with clinical staff requirements. Prioritising and organising distribution of incoming and outgoing mail (including email). Use own initiative to organise, prioritise and coordinate workload ensuring that deadlines are met.

Planning and Organisation



To maintain diaries, both electronic and paper. To arrange appointments and meetings via electronic systems. Ability to deal with short notice planning and last minute changes. To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department. To report and ensure equipment faults are dealt with the relevant procedures by the relevant staff and agencies. Facilitate and organise the smooth running of clinic sessions often as the only member of the administration team.

Physical Skills



Advanced keyboard skills and knowledge of current electronic equipment facilitating a remote working environment.

Patient/Client Care



Responsible for informing patients/carers, colleagues and outside agencies of appointments, changes to appointments, cancellations in person, telephone or by letter. To be the first point of call for patients/carers, within, clinic sessions, ward environments and first contact emergency services. Using developed communication skills and liaising with others to ensure the best possible care.

Policy and Service Delivery



Follow all departmental procedures including the administration standard operating procedures that may require staff to comment on proposals for changes to administration policies and procedures and to be responsible for keeping abreast of updates and changes as they happen.

Finance and Physical



Maintaining departmental stationery stock ensuring that the appropriate service is charged.

Human Resources



To supervise temporary administrative staff and more junior administrative staff as agreed with the Admin leads. To train new starters in the procedures of the department.

Information Resources



Administrative duties as requested by the therapy team, the Clinical Manager for OT and Physiotherapy and the Centre Manager. Recording and storage of accurate data for required areas of the administration service.

Research and Development



Provide and assist in the provision of audit data when required.

Freedom to Act



To work unsupervised on a daily basis prioritising own workload using initiative as to what is routine and what is urgent. To use agreed guidelines and procedures and developed knowledge/skills/qualifications when working autonomously and managing own work. To participate in yearly appraisals with supervisor/line manager.

Physical Effort



The Post holder will need to spend frequent periods within an office environment sitting in a restricted position at PC and keyboard computer.

Mental Effort



To concentrate on completing tasks during periods of frequent interruption from the staff and patients/carers and switching attention. To manage deadlines with unpredictable work patterns.

Emotional Effort



Imparting information to service users that they may find upsetting e.g. cancelling appointments. To personally manage the effect of upsetting information given by patients/carers or people in a distressed or challenging state.

Working Conditions



* Regular and continuous use of the PC and electronic equipment