Band 3 Administrator (Pulmonary Rehabilitation, Therapies) UHL

Band 3 Administrator (Pulmonary Rehabilitation, Therapies) UHL

PLEASE NOTE: We are unable to offer sponsorship for this post

We have an exciting opportunity for a Band 3 Administrator to support our Pulmonary Rehabilitation Physiotherapy team. We are looking for an enthusiastic person to work as part of a friendly Physiotherapy team as part of a 10 month project to support pulmonary rehabilitation services.

The ideal candidate will manage patient appointments, referrals, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential.

Main duties of the job

You will be working as part of a dynamic team within the Lewisham Physiotherapy department. You will be an integral part of the pulmonary rehabilitation service, often providing first line contact with patients and clinicians alike. You will assist the pulmonary rehabilitation physiotherapy service with general administration/clerical duties to ensure the smooth running of the service as required.

Strong communication skills are essential, as well as the ability to work well with a team.

You should possess excellent verbal and written communication skills together with previous experience of working within a similar environment. Previous NHS experience would be an advantage.

Fixed term role at University Hospital Lewisham Physiotherapy department.

PLEASE NOTE: We are unable to offer sponsorship for this post

About us

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 responsibilities

1. Pulmonary rehabilitation administration

To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and reassuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.

To register patient details on RIO ensuring a high level of data accuracy.

To deal with written and telephone enquiries for pulmonary rehabilitation as appropriate.

To book new and follow up appointments as required for patients on RIO

To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.

Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.

Attend additional training as required and assist new staff with training.

On occasion to manage potentially aggressive, verbally abusive visitors which must be dealt with appropriately following agreed procedures and protocol.

To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.

Manage tidiness and appearance of office

To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.

To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.

Check all the records ensuring all loose pages are filed correctly.

Update records as per requirements.

Get the Family and Friends Test completed, and other relevant pulmonary rehabilitation surveys, when a patient is discharged, as required

2. Ordering, Receiving and Despatching Goods

Order all stock for services within site as relevant.

Maintain skills in ordering on SBS system.

To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

To take messages ensuring complete confidentiality in accordance with Trust policy.

General filing duties as required.

Provide cover for the above duties across all sites as required.

To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.

Maintain confidentiality at all times.

To book translators when requested by clinicians ensuring they are given a relevant code for the service.

To be aware of existing processes and offer suggestions for improving services.

Take minutes as required.

Ensure all Mandatory training is undertaken in a timely manner.

Any other equivalent duties consistent with the level and purpose of the post.

To create and upload referrals for patients, and discharge as appropriate on RIO.

To send text reminders to patients for appointments via email system

To respond to emails as appropriate in a professional manner

To upload all patients referred on to the pulmonary rehabilitation live database spreadsheet with accurate patient records.

To assist the lead physiotherapist with data collection and monthly statistics of the pulmonary rehabilitation service.

To assist with accurate data uploading to national audit database for pulmonary rehabilitation patients.

Person Specification Qualifications & Training

• Good standard of education NVQ 2 or equivalent
• GCSE English Language or equivalent
• Clear handwriting and spelling
• NVQ Business Administration - Level II or equivalent
• RSA II
• Certificate in Office
• ICare Trained
• RIO trained

Experience

• Previous experience of working in a busy environment
• Previous experience in an admin role
• Previous experience of working in a busy environment in a healthcare setting
• Experience on the ICare System and Electronic Discharge Summaries System
• Previous experience of minute taking

Knowledge & Skills

• Basic computer literacy (Word, Excel, PowerPoint)
• Good organisational and administration skills
• Good customer care skills
• Basic understanding of practical Date Protection issues
• Ability to work well within a team
• Ability to work to tight deadlines and within available resources
• Ability to prioritise a busy workload

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.

£24,937 to £26,598 a year per annum plus HCAS pro rata

Contract

Fixed term

Duration

10 months

Working pattern

Full-time, Part-time, Flexible working, Compressed hours