Administrative Assistant Lymington, England
Job description
JOB DESCRIPTION
Job Title Physiotherapy Administrator
Grade / Banding Band 2
Physiotherapy Administration Supervisor /
Report to / Accountable To
Access & Booking Office Coordinator
Location Base – Lymington New Forest Hospital
Role Purpose Provide a comprehensive administration service to the MSK Outpatient Physiotherapy team at Lymington New Forest Hospital and surrounding sites.
Key Activities / Provide an excellent customer service experience at all times, including uploading
Responsibilities referrals, making appointments over the telephone and updating patient records on
EPR.
Provide first point of contact for patients on the telephone and deal with written and telephone enquiries on behalf of the Physiotherapists using judgement to establish the validity and priority of the contact.
Sort, distribute and prioritise incoming mail using judgement and experience to decide which documents are to be passed to the Physiotherapists and which may be passed to other areas for action and information.
Maintain electronic systems and accuracy of patient details, using an electronic patient administration system to validate and rationalising to a paperless system where possible.
Administer physiotherapy waiting lists, organise clinics and appointments, maintain records of clinic dates by type of clinic. Use electronic patient administration systems.
Provide cover for colleague’s absence due to sickness or annual leave.
Ensure the delivery of a timely and high quality service.
Manage own workload using own initiative, discretion and judgement.
Attend departmental meetings.
Any other administrative duties required for the post as delegated by the
Physiotherapy Administration Supervisor.
To maintain a high standard of confidentiality at all times.
Comply with Southern Health NHS Foundation Trust policies and procedures.
Staff Provides advice, demonstrates own activities or workplace routines to less
Responsibilities experienced staff in own work area.
*
Financial Observes a personal duty of care in relation to equipment and resources used in
Responsibilities course of work.
Working VDU operator.
Conditions e.g
Driver, VDU, outdoors
Safeguarding Understand what Safeguarding is and their role in Safeguarding Adults and Children.
Recognise an adult /child potentially in need of Safeguarding and take action as appropriate to their role.
Understanding the procedures for ‘when to make a referral’ for an adult or child to adults/children’s services. Who to contact/ What to record?
Understand dignity and respect when working with individuals.
Have knowledge of policy, procedures and legislation that supports Safeguarding
Adults / children’s activity i.e whistleblowing procedure / Supervision / who to contact for advice and support?
Engage and participate in all safeguarding training appropriate to role.
Engage and participate in safeguarding supervision appropriate to role and expectation.
This job description is a summary of the main duties of the post and is, therefore, not exhaustive.
PERSON SPECIFICATION
Criteria Essential Desirable
Qualification 3 GCSE (grade C or above) or NVQ Office Administration or
special/vocational training or equivalent, including GCSE (or working towards
equivalent experience equivalent) English and Maths
Word Processing / IT Skills
Experience Good customer relation skills / Call centre environment skills
(general/specific) experience
Medical records experience
Data input experience
Previous experience of working in customer service / NHS / Public
Sector
What our services users Ability to manage and prioritise a Knowledge of NHS organisational
expect of this post holder complex workload requiring a high arrangements
level of concentration at the same
time subject to frequent interruptions Knowledge of medical terminology
Understanding of the need for Knowledge of hospital IT systems
confidentiality in all aspects of the (such as Electronic Patient Record role and to work with discretion and Systems EPR) sensitivity
Ability to remain calm, recognise and meet deadlines and deal with rapidly changing priorities in a demanding and changing environment
Ability to deal with non-routine work tasks
Ability to produce high quality / accurate work
Excellent time management skills
Planning and organisation skills
Excellent communication skills, verbally, electronically and in writing
Ability to use a range of styles for a range of situations and audience
Knowledge of Word and Excel
Professional image and manner
Confidentiality and data protection
HEALTH AND SAFETY
Everyone is responsible for their own safety and the consequences of their own acts and omissions that can affect the health, safety and wellbeing of others. Southern Health NHS Foundation Trust is committed to promoting a healthy and safe environment for staff, visitors and patients that enter Trust premises.
Employees have a duty under the Health and Safety at Work etc. Act 1974 to take responsibility for their own and others health and safety while at work or on Trust Business.
All SHFT employees are responsible for:
- Carrying out their work in a safe and competent manner, following detailed safe operating procedures, where applicable or directed by their relevant functional manager and in accordance with all SHFT policies and procedures.
- Attending mandatory and statutory training sessions and other training, as directed by their line manager. Employees must bring to the attention of their line manager any outstanding training requirements needed to ensure they carry out their work activities in a safe and competent manner.
A member of staff should not carry out any work activity if they are not qualified or trained to carry out these tasks.
- Conducting activities with due regard for safety of themselves and others within the scope of their knowledge and training. All employees are required to co-operate with and assist workplace / departmental health and safety representatives as required, in accordance with the organisations’
Health and Safety policy.
- Using any machinery, equipment, dangerous substances, transport equipment or personal protective equipment (PPE) provided, in a safe manner and in accordance with their level of competence and any training and instruction received.
- Reporting all health and safety related incidents / accidents, dangerous occurrences’ and near miss events via the Trusts incident reporting system. If the incident or event requires immediate action to preserve evidence and an investigation is required, the member of staff should contact the
Corporate Health and Safety Department.
- Not intentionally or recklessly interfere with or misuse anything provided in the interests of health, safety or welfare in pursuance of any of the relevant statutory provisions.
SUSTAINABLE DEVELOPMENT
It is the responsibility of all employees to support the Trusts’ vision for sustainable development. To undertake their duties in a way that is not wasteful of environment, financial and social resources.
EQUALITY AND DIVERSITY
It is the responsibility of all employees to support the Trust’s vision of promoting a positive approach to diversity and equality of opportunity, to eliminate discrimination and disadvantage in service delivery and employment, and to manage, support or comply through the implementation of Equality & Diversity
Strategies and Policies.
INFORMATION GOVERNANCE
As an employee you will have access to information that is sensitive to either an individual or to the organisation and you are reminded that in accordance with the requirements of Information Governance,
NHS Code of Confidentiality, Data Protection Act 1998 and also the terms and conditions in your contract of employment, you have a duty to process this information judiciously and lawfully; failure to do so may result in disciplinary action.
PERFORMANCE APPRAISAL AND PROFESSIONAL DEVELOPMENT
The Trust is committed to providing a high quality service through the effective management and development of its employees. The Performance Appraisal process ensures that the Trust is able to achieve its key aims of delivering cost effective, high quality and responsive healthcare, whilst enabling employees to understand how the outcome of their contribution fits within these overall aims.
All staff have the responsibility to support all learners and to keep their knowledge of supporting learners in practice up to date, according to appropriate governing bodies regulations.
STATUTORY AND MANDATORY TRAINING
The Trust will assess the requirements for Statutory and Mandatory training for all new staff prior to commencement and aims to ensure that all Statutory and Mandatory training requirements are completed before staff start their full duties.
All required Statutory and Mandatory training must be completed within the first three months of staff start date and refresher training must also be undertaken on a regular basis and in accordance with the Trust’s policy.
INFECTION PREVENTION AND CONTROL
The Trust has designated the prevention and control of infection and the full implementation of the Code of
Practice (2008) as a core component in the organisations clinical governance, managing risk and patient safety programmes. All employees are expected to follow consistently high standards in the prevention and control of infection, especially with reference to hand hygiene, adherence to dress / uniform code and for clinical staff all procedures involving aseptic technique. Be aware of and follow all Trust Infection
Control guidelines and procedures relevant to their work. Participate in mandatory training and annual updates. Protecting patients from infection is everyone’s responsibility.
SMOKE-FREE POLICY
This Trust operates a Smoke-free policy. This means that smoking is not permitted anywhere within owned or leased premises, including within their grounds and within owned or leased vehicles. In the interests of promoting responsible healthcare all staff are to refrain from smoking when off-site in uniform or wearing an identifying NHS badge in any public place. The policy also applies to all staff employed by the Trust at any location they may work, whether within or external to the Trust’s premises. The policy contains further details including support facilities; subsequent failure to comply with this policy may result in disciplinary action.
CONFIDENTIALITY
In the course of your employment, you will have access to confidential information of a personal and / or clinical nature, including information relating to the Trust, its clients, patients, employees and other parties.
You must not use such information for your own benefit nor disclose it to other persons without the consent of the Trust and the party concerned unless required to do so by law. This applies both during and after the termination of your employment. Any breach of confidentiality during employment may be regarded as serious misconduct and could lead to summary dismissal.
REHABILITATION OF OFFENDERS ACT 1974
This post is subject to an exception order under the provisions of the Rehabilitation of Offenders Act 1974.
This stipulates that all previous convictions, including those that are ‘spent’ must be declared. Previous
convictions will not necessarily preclude an individual from employment but must be declared in writing at the appropriate stage during the recruitment process.
DATA PROTECTION
As your employer, the Trust will need to process your personal information for purposes connected with your employment.
The sort of information we will process will include your contact details, your bank details and other information for payroll purposes, information about you from third parties when obtaining references and records relating to your career with the Trust (this is not an exhaustive list). Further information about how your data is processed is available in the Privacy / Fair Processing Notice (workforce) available on the Trust intranet.
RECORDS MANAGEMENT AND QUALITY
As an employee, you are legally responsible for all records that you gather, create or use as part of your work within the Trust, and they remain the property of the Trust. This includes patient, financial, personal and administrative records, whether paper based or on computer. All such records are considered public records and you have a legal duty of confidence to all service users.
You should consult the Trusts Records Management Policy and ask for guidance from your manager if you have any doubt about the correct management of records with which you work. All staff have a responsibility to ensure information quality standards are achieved.
INFORMATION SECURITY
Under the provisions of the Data Protection act, it is the responsibility of each member of staff to ensure that all personal data relating to patients and members of staff, whether held in manual or electronic format, is kept secure at all times. Computer passwords must not be shared either between systems or users. The Trust may monitor e-mail messages, any files stored on the networks or on equipment and usage of the Internet, NHS.net and computer systems, irrespective of whether these relate to trust or personal use.
Access and usage of the Trusts computers must be in accordance with the Trust’s Policies. Safehaven procedures are to be used for all electronic transfers of personal data. This is in order to protect the Trust’s patients and staff, and its reputation and to ensure that it complies with the law and other guidelines.
NHS CONSTITUTION
You are obliged to comply with Staff Duties under the constitution, which are as follows:
1. To accept professional accountability and maintain the standards of professional practice as set out by the appropriate regulatory body applicable to your profession or role.
2. To take reasonable care of your health and safety at work for you, your team and others, and to cooperate with employers to ensure compliance with health and safety requirements.
3. To act in accordance with the express and implied terms of your contract of employment.
4. Not to discriminate against patients or staff and to adhere to equal opportunities and human rights legislation.
5. To protect the confidentiality of personal information you hold unless to do so would put anyone at risk of significant harm.
6. To be honest and truthful in applying for a job and in carrying out that job.
SOUTHERN HEALTH NHS FOUNDATION TRUST – VALUES
You are obliged to adhere to and implement the Southern Health NHS Foundation Trust Values which are set out as follows:
Patient and People First
- Providing compassionate, safe care
- Listening to each other
- Doing the right thing
- Appreciating each other
- Delivering quality
Respect
- Acting with honesty and integrity
- Respecting each other
- Taking responsibility
- Getting the best from our resources
- Doing what we say we will do
Partnership
- Communicating clearly
- Supporting each other
- Working as a team
- Building relationships
- Making things happen
Job Types: Part-time, Permanent
Part-time hours: 30 per week
Salary: £20,669.00-£21,318.00 per year
Benefits:
- Company pension
- Sick pay
Schedule:
- Monday to Friday
- No weekends
Work Location: In person
Reference ID: 348-SW-N-1233A
About Southern Health NHS Foundation Trust
CEO: Katrina Percy
Revenue: $100 to $500 million (USD)
Size: 5001 to 10000 Employees
Type: Hospital
Website: www.southernhealth.nhs.uk
Year Founded: 2011
