Children's Therapies Administrator

Job description

Job summary

We are looking for an organised and reliable Team Administrator to join our Children's Integrated Therapy Service. You will support our Physiotherapy, Occupational Therapy, Speech and Language Therapy & Dietetics teams, helping to ensure children and families receive a timely and efficient service.

This is a busy, varied role based at Abingdon Hospital. You will manage referrals, book appointments, and respond to phone and email enquiries, working closely with clinicians, admin colleagues and parents.

We offer full training, ongoing support and a friendly team environment.

Main duties of the job

• Provide day-to-day administrative support to the Children's Therapy teams.
• Manage referrals, appointments, and general enquiries.
• Maintain accurate records and update electronic systems.
• Support the smooth running of the service through effective organisation and communication.
• Work collaboratively with admin colleagues, clinicians and external contacts.

About us

Oxford Health is a great place to work and to be able to showcase the best of yourself when making an application you are encouraged to read the "candidate guide to making an application" which is attached to all roles. Please include details around qualifications (including years these were gained particularly if we need to assess for clinical roles that these are still valid) and ensure that the supporting statement is tailored to the role you are applying for and addresses the essential criteria found in the JD.

As a Trust we provide physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset. Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible.Our vision is that no matter who you are or where you are, you will tell us that you receive: "Outstanding care delivered by an outstanding team"

Our values are:"Caring, safe and excellent"

At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:

• Excellent opportunities for career progression
• Individual and Trust wide learning and development
• 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
• NHS Discount
• Pension scheme
• Lease car scheme
• Employee Assistance Programme
• Mental Health First Aiders
• Staff accommodation (waiting lists may apply)
• Staff networking and support groups

Job description

Job responsibilities

• Provide highquality administrative support to the Childrens Therapy teams, including managing emails, records and office systems
• Process referrals, book appointments and update the electronic patient record in line with local procedures
• Respond to telephone and email enquiries from clinicians, parents and external professionals in a professional and helpful manner
• Maintain accurate records, carry out data quality checks and ensure systems are kept up to date
• Order and monitor office supplies and equipment to support the daytoday running of the service
• Work closely with therapy teams and admin colleagues, and liaise with external agencies as required
• Provide administrative support for meetings and general office activities, and offer cover for colleagues when required.

We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.

The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.

We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.

Job description
Job responsibilities

• Provide highquality administrative support to the Childrens Therapy teams, including managing emails, records and office systems
• Process referrals, book appointments and update the electronic patient record in line with local procedures
• Respond to telephone and email enquiries from clinicians, parents and external professionals in a professional and helpful manner
• Maintain accurate records, carry out data quality checks and ensure systems are kept up to date
• Order and monitor office supplies and equipment to support the daytoday running of the service
• Work closely with therapy teams and admin colleagues, and liaise with external agencies as required
• Provide administrative support for meetings and general office activities, and offer cover for colleagues when required.

We hope that the advert has given you a clear understanding of the skills we are seeking and the opportunity at hand. You will need to use the supporting statement element of your application form to demonstrate your suitability for this role and you should refer to the job description, person specification and the guidance notes attached to this role to help you tailor your application.

The essential and desirable criteria will be used to shortlist for interview and you should ensure that you refer to these within your application to increase your chances of being selected for interview.

We are aware that some candidates may choose to use AI tools to support their application. We kindly remind applicants that submissions should remain an honest and accurate representation of their experience and must take care to ensure the use of AI tools does not generate an application that does not accurately reflect their knowledge, skills and values.

Person Specification

Knowledge

Essential

• Good general education, including GCSE Maths and English (or equivalent), with the ability to use written and numerical information accurately.
• Knowledge of GDPR, data protection and patient confidentiality, and how these apply in day-to-day administrative work.
• Understanding of administrative processes within a healthcare setting.
• Working knowledge of NHS systems and processes used in administrative services.

Desirable

• Awareness of how administrative services support patient pathways within the NHS.

Experience

Essential

• Experience of working in an administrative role within the NHS.
• Experience of using NHS electronic patient record systems as part of day-to-day administrative work.

Desirable

• Experience of using EMIS electronic patient record system.
• Experience of using Accurx or similar clinical communication systems.
• Experience of managing referrals or appointment booking processes.

Skills

Essential

• Strong organisational skills, including the ability to manage diaries, track information and maintain accurate records.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with colleagues, parents and external professionals.
• Ability to prioritise and manage a varied workload effectively in a busy environment.
• High level of accuracy and attention to detail in all aspects of administrative work.
• Ability to work independently, use initiative and follow agreed procedures and guidance.
• Good customer service skills, with the ability to deal sensitively and professionally with parents, carers and external contacts.
• Ability to work effectively as part of a team and provide cover or support for colleagues when required.

Desirable

• Confidence using IT systems, including managing shared email inboxes and electronic diaries.
• Flexible approach to work, including the ability to adapt to changing priorities.

Personal

Essential

• Ability to work effectively as part of a team, as well as independently with minimal supervision.
• Professional and courteous approach, with an excellent telephone manner.
• Ability to remain calm under pressure and manage competing demands.

Qualifications

Essential

• Competent user of Microsoft Office packages, including Outlook, Word, Excel and Teams.
• Confident using web browsers and online systems.
• Excellent keyboard skills, with the ability to input information accurately and efficiently.

Person Specification
Knowledge

Essential

• Good general education, including GCSE Maths and English (or equivalent), with the ability to use written and numerical information accurately.
• Knowledge of GDPR, data protection and patient confidentiality, and how these apply in day-to-day administrative work.
• Understanding of administrative processes within a healthcare setting.
• Working knowledge of NHS systems and processes used in administrative services.

Desirable

• Awareness of how administrative services support patient pathways within the NHS.

Experience

Essential

• Experience of working in an administrative role within the NHS.
• Experience of using NHS electronic patient record systems as part of day-to-day administrative work.

Desirable

• Experience of using EMIS electronic patient record system.
• Experience of using Accurx or similar clinical communication systems.
• Experience of managing referrals or appointment booking processes.

Skills

Essential

• Strong organisational skills, including the ability to manage diaries, track information and maintain accurate records.
• Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with colleagues, parents and external professionals.
• Ability to prioritise and manage a varied workload effectively in a busy environment.
• High level of accuracy and attention to detail in all aspects of administrative work.
• Ability to work independently, use initiative and follow agreed procedures and guidance.
• Good customer service skills, with the ability to deal sensitively and professionally with parents, carers and external contacts.
• Ability to work effectively as part of a team and provide cover or support for colleagues when required.

Desirable

• Confidence using IT systems, including managing shared email inboxes and electronic diaries.
• Flexible approach to work, including the ability to adapt to changing priorities.

Personal

Essential

• Ability to work effectively as part of a team, as well as independently with minimal supervision.
• Professional and courteous approach, with an excellent telephone manner.
• Ability to remain calm under pressure and manage competing demands.

Qualifications

Essential

• Competent user of Microsoft Office packages, including Outlook, Word, Excel and Teams.
• Confident using web browsers and online systems.
• Excellent keyboard skills, with the ability to input information accurately and efficiently.

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

Oxford Health NHS Trust
Address

Abingdon Community Hospital

Marcham Road

Abingdon, Oxon

OX14 1AG

United Kingdom

Employer's website