Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time
- Part time
- Flexible working
- Home or remote working
- Job ref
- 203-CS1059
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Leamington Spa Rehabilitation Hospital
- Town
- Warwick
- Salary
- £27,485 - £30,162 per annum
- Salary period
- Yearly
- Closing
- 11/01/2026 23:59
Employer heading
Physiotherapy Team Coordinator
Band 4
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Disclosure and Barring Service (DBS) Checks
Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
An opportunity has arisen for the position of Physiotherapy Team Coordinator within South Warwickshire University NHS Foundation Trust.
We are looking for an enthusiastic individual, with a passion for helping others, to join our physiotherapy team. You will work alongside our Operational Leads to support the effective functioning of our busy department. Your main role will be to oversee and complete administrative processes for the teams and support the Operational Service Leads and the Professional and Operational Lead for the Department.
We are looking for a good team worker, reliable timekeeper, with good organisational and communication skills.
Main duties of the job
To provide administrative support to the Physiotherapy Manager and Admin manager in a way that is responsive to their needs and contributes to the effectiveness of their roles. The post holder will work between these two areas responding to a variety of situations on a daily basis.
To have specific responsibility for building rosters and clinics for Health roster and Lorenzo, this includes providing training and support to staff members on various aspects of these.
Take on the lead role for eRS within the department, liaising with the Trust lead as required
To ensure efficient, effective and economic procurement for the physiotherapy department
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Detailed job description and main responsibilities
Physiotherapy Manager Support
Responsible for the proactive, accurate management of the electronic diary, maximising time management by prioritising entries considering objectives and geographical implications.
Provide comprehensive, high quality administrative support for HR and incident investigations, including arranging meetings, taking minutes and typing of letters.
Work on own initiative to manage and prioritise administrative tasks to support effective and efficient running of the ward.
Receive and make telephone calls on behalf of the Physiotherapy Manager taking messages, dealing with enquiries appropriately and ensuring accurate and timely communication of messages including issues of a confidential and contentious nature.
Provide effective administrative support to the Physiotherapy Manager within a changing environment. Deal on a regular basis with confidential, sensitive and contentious information on staff and services.
To source items of equipment for the department and order via the Integra procurement process. To receive, and sign for items delivered to the department and ensure their appropriate distribution.
Health Roster
To build rosters, maintain and keep up to date the HealthRoster system on behalf of the department managers including updating sickness, training and leave.
Arrange return to work meetings, provide administrative support and ensure that all documentation is completed.
Monitor sickness triggers for staff members and escalate to the Physiotherapy Manager. Liaise with HR to arrange sickness meetings as necessary.
Draft sickness outcome letters and schedule sickness review meetings.
Monitor annual leave usage and communicate available annual leave slots to ward staff.
Escalate to Physiotherapy Manager if staff are not utilising their annual leave allocation effectively.
Monitor when staff appraisals are due and book appraisal meetings, liaising with mentors.
Monitor professional registration renewal and escalate any concerns to the Physiotherapy Manager prior to registration lapsing.
Monitor mandatory training compliance for all staff and book training in a timely manner.
Administration
Support recruitment of new staff, liaising with Employment Services and maintaining contact with successful candidates prior to commencement of employment for the department.
Ensure all induction and training is booked for new starters and coordinate with the Physiotherapy Manager/Admin Manager.
Generate change forms and termination forms and submit to the Physiotherapy Manager for authorisation.
Collecting and compiling data following audit, as part of the monthly activity monitoring and at other times on request.
Ensuring all teams within the service meet Trust Health and Safety requirements and compile any data/reports to support this. Assisting in the collation and interpretation of activity data.
Supervise and monitor workloads of the SWIMS and Therapies Booking Team, monitoring the call handling system checking calls as required.
Actively participate in the building and development of new clinics on Lorenzo.
Communication
Act as “Communication Champion” for the department linking in with the Communications Department to ensure that Physiotherapy and Trust messages are disseminated to all staff.
Attend relevant meetings for the Admin Manager/Clinical Lead and feedback to administration staff.
Compile information relating to incidents, safety notices and screensaver messages and communicate to all staff.
Arrange department meetings as required, taking minutes and following up actions.
Ensure the department is kept up to date with current information.
Liaise with the Therapies and SWIMS administration teams and to ensure good communication and to ensure wait times are in line with national and local performance targets
Speak to patients as required in relation to their appointments or when any complaints or concerns are raised.
Person specification
Qualifications
Essential criteria
- NVQ Level III in Business Administration (or equivalent)
- Diploma in administrative practice or business management (or equivalent)
- Good standard of general education (4 GCSEs or equivalent), including Maths and English language
- Evidence of ongoing professional development
Experience
Essential criteria
- Previous experience of working in a clerical/administration post
Desirable criteria
- Previous experience of working within the NHS
Skills
Essential criteria
- Good interpersonal, negotiation, verbal and written communication skills
- Excellent IT skills and experience in the use of Microsoft Office, including Word, PowerPoint, Outlook and Excel, and other databases
- Sound personal management skills – prioritising, planning, organisational, time management and problem solving
- Excellent customer service skills
- Understand issues related to and be able to maintain confidentiality
Personal Qualities
Essential criteria
- Ability to work effectively as part of a team, although can work independently
- Ability to deal with unpredictable workload and frequent interruptions
- Tactful and diplomatic
- Adaptable and flexible
- Ability to operate a bring forward system and follow up action points from meetings
Other
Essential criteria
- Flexibility to work in other areas when required
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Kimberley Pulley
- Job title
- Professional & Operational Lead for Physiotherapy
- Email address
- [email protected]
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