Physiotherapy Administrative Team Coordinator

• Provide comprehensive administrative support to the Outpatient Physiotherapy teams and Physiotherapy Leads.
• Coordinate and maintain clinical diaries and appointment systems for physiotherapy staff, including creating and amending diary templates and blocking diaries for annual leave, study leave, meetings and other agreed periods of non-clinical activity.
• Coordinate the weekly allocation of administrative responsibilities across the administrative team to ensure appropriate coverage of core functions.
• Coordinate administrative staff annual leave, in liaison with managers, to maintain minimum staffing levels and ensure continuity of service.
• Provide reception and front-of-house cover when staffing levels or service requirements necessitate.
• Book, amend and cancel patient appointments in accordance with departmental procedures and clinical requirements.
• Act as a first point of contact for patients, carers, relatives, referrers, health professionals and other stakeholders.
• Support the day-to-day management and smooth running of the Outpatient Physiotherapy administrative function.
• Provide supervision and support to Band 3 Physiotherapy Administrators and other administrative or temporary staff as required.

• 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

Essential

• Good general education including GCSE English and Maths or equivalent
• Good written and spoken English skills
• Evidence of relevant administrative secretarial or business support training or equivalent experience.

Essential

• Significant experience of working in an administrative or secretarial role.
• Experience of working in a busy and demanding environment with frequent interruptions and competing priorities.
• Experience organising and coordinating workloads and activities to meet service requirements and deadlines.
• Experience working independently and using initiative to resolve routine administrative and operational issues.
• Experience of dealing with sensitive and confidential information.
• Experience of providing administrative support within healthcare or other complex organizational environment

Desirable

• Previous experience within an NHS or other healthcare environment.
• Experience of supporting clinical services.
• Experience or diary, clinic or appointment management.
• Experience of coordinating staff rotas, annual leave or workforce information.
• Experience of supervising or supporting other administrative staff.
• Experience of working within a Physiotherapy, therapy or other outpatient environment.

Essential

• Good knowledge of administrative and secretarial procedures and systems.
• Knowledge and understanding of diary and appointment management and the importance of maintaining accurate and timely information.
• Knowledge of effective workload planning, prioritisation and coordination.
• Ability to understand service requirements and use information to support effective administrative and staffing arrangements.
• Ability to identify problems, take appropriate action and recognise when matters should be escalated.
• Good working knowledge of Microsoft Office applications, including Word, Excel and Outlook, and ability to learn and use relevant Trust IT systems.
• Understanding of the importance of confidentiality, information governance and data protection.
• Ability to deal with confidential, sensitive and sometimes complex information with discretion.

Desirable

• Knowledge of NHS administrative systems and processes.
• Knowledge of patient administration systems and/or electronic appointment systems.
• Understanding of the operational requirements of outpatient clinical services.

Essential

• Excellent organisational and time management skills, with the ability to prioritise and manage a varied workload.
• Ability to work on own initiative and with a high degree of autonomy while recognising when advice or escalation is required.
• Ability to coordinate and prioritise administrative workloads to maintain continuity of service.
• Ability to exercise sound judgement when dealing with competing demands and unexpected changes in staffing or service requirements.
• High level of accuracy and attention to detail.
• Excellent communication skills, both verbally and in writing and when dealing with telephone enquiries.
• Ability to communicate effectively with staff at all levels, patients, Evidence of contributing to service improvement and development. Evidence of supporting the development of colleagues or junior staff. relatives, carers and external organisations.
• Ability to provide guidance and support to junior administrative staff.
• Ability to work effectively as part of a team and contribute positively to team working.
• Flexible and adaptable approach to changing priorities and service requirements.
• Professional, courteous and approachable manner.
• Demonstrates discretion, sensitivity and sound judgement.
• Commitment to providing a high quality service to patients and colleagues.