Detailed job description and main responsibilities

Hand Therapy and Enablement Centre        

·    Provide a reception service for the Hand Therapy and Enablement Centre outpatient services.  Receiving patients, medical records, booking appointments and maintaining the clinic diary.

·         Receive and distribute information relating to patients’ appointments and clinical reports.

·         Complete template letters to patients and health professionals, under the direction of the Hand Therapists.

·       Open, sort and dispatch incoming post to Hand Therapy/Enablement Centre on a daily basis.

·         Ensure dispatch of outgoing post from Hand Therapy/Enablement Centre is completed in a timely manner.

·         Maintain an efficient filing system within the Hand Therapy/Enablement Centre services.

·         Assist with recording accurate statistical data in line with department guidelines.

·         Maintain an appropriate supply of stationery and other consumables in liaison with the Administration Lead.

·         Check details of services used, for example the interpreter service, against Hand Therapy/Enablement Centre records to validate invoices for Administration Lead

·         Notify the Administration Team Lead of sickness absence as soon as possible, in line with Trust guidelines.

All Therapy Teams

·         Complete template reports as required by Therapists.

·         Provide admin support in all areas of Therapies when required.

·         Ensure photocopying, printing and distribution of documents is completed to a high standard.

·         Track and obtain patients’ medical records and file paperwork as required.

·         Book meeting rooms as requested.

·         Take minutes at meetings as requested by the Therapy Management Team.

·         Receive and take appropriate action on telephone calls, including the relaying of messages as appropriate.

·         Demonstrate awareness of, and adhere to Department and Trust guidelines on data protection, confidentiality and freedom of information and related issues.

·         Maintain accurate and up-to-date documentation consistent with legal and organisational requirements.

·         Use electronic patient administrative system and other software applications as required.

·         Demonstrate a high level of effective communication skills, liaising with Therapy staff, other hospital departments, Trust personnel, patients and wider contacts.

·         Receive visitors to the departments in a professional and courteous manner.

·         Ensure own work areas are clean, tidy and well-maintained; complying with Health and Safety guidelines, ensuring the safe use of equipment and storage of materials.

·         Exercise good personal time management, punctuality and consistent reliable attendance, submitting accurate records of attendance on monthly timesheets.

·         Adhere to the uniform policy, as set out by the Trust.

·         Contribute to the implementation of new policies and working practices relating to departmental and staff issues within the Therapy service.

·         Propose changes to administrative procedures carried out within the service to improve effectiveness and efficiency and to facilitate modernisation of processes.

·         Participate in the Therapy Service governance and audit activities as required.

·         Review and reflect on own practice and actively participate in regular supervision and annual appraisal.

·         Keep up-to-date with changes within the Therapy Service and wider Trust.

·         Demonstrate the ability to use initiative and to prioritise and manage own workload, consulting with the Administration Team Lead, or Deputy Head of Therapies and Enablement Centre when required.

·         Identify own learning and development needs (with guidance) contributing to the production of a Personal Development Plan.

·         Undertake relevant training and development activities to meet agreed learning needs, including attending required mandatory training.

·         Compile an ongoing record of training and development activities undertaken, reflecting on and recording learning outcomes of development opportunities.

·         Maintain a position of integrity, appreciating the need for strict confidentiality when dealing with staff, patients and related issues.

·         Respect the individuality, values, cultural and religious diversity of patients and contribute to the provision of a service sensitive to these needs.