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Job summary

Main area
Administrator
Grade
NHS AfC: Band 2
Contract
Permanent
Hours
Part time - 16 hours per week
Job ref
249-7266034
Employer
Great Western Hospitals NHS Foundation Trust
Employer type
NHS
Site
Physiotherapy Department, GWH
Town
Swindon
Salary
£24,465 per annum pro rata
Salary period
Yearly
Closing
19/08/2025 23:59

Employer heading

Great Western Hospitals NHS Foundation Trust logo

Band 2 Administrator (Mats)

NHS AfC: Band 2

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital. 

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Job overview

We are looking for an administrator to help manage our Mats service.

To be the first point of contact for all patients receiving physiotherapy MATS appointments and to provide support to the Physiotherapy team with efficient organisation of the service.

To process, and complete all administration tasks for appointments  on ERS for all staff in the Mats department and to co-ordinate all relevant administration activities within the department, including booking, outcomes and onward referrals.

You will need knowledge and a good understanding of careflow and ERS processes. 

Main duties of the job

  •        To provide and receive routine information, orally, by telephone, in writing and electronically, to inform therapists, patients, carers and other health professionals, occasionally where there are barriers to communication, e.g.  Language difficulties, deafness and anxious patients.
  • To provide appointments for patients at suitable times for the therapists and patients.
  • To work regularly  on the computerised administration system  and ERS.

Working for our organisation

Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.

Detailed job description and main responsibilities

1.      To provide routine reception duties to the outpatients attending for treatment at The Great Western Hospital,

2.   To register patients on the computerised administration system - this will require basic training – and update records when required including monitoring of RTT.

3.      To monitor waiting lists and ensure equality of waiting times across specialities within outpatients and across other sites.

4.      To organise and manage the appointment systems for mats service, maximising the use of all time slots.

5.      To manage the appointments for GP practice-based sessions if required.

6.      To liaise with ward staff, GPs and other therapists to arrange appointments at suitable times, e.g. on discharge from wards.

 

Please see full Job description and person specification attached.

Person specification

Education

Essential criteria
  • Minimum of GCSE’s in English and Maths or equivalent qualifications
Desirable criteria
  • IT training
  • Knowledge of MS Office

Experience

Essential criteria
  • Experience of working with administrative systems including careflow
  • Experience of working with the public
Desirable criteria
  • Previous reception experience
  • Previous experience of hospital-based work
  • Working knowledge of ESR

Employer certification / accreditation badges

NHS Pastoral Care Quality AwardVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleAge positiveDisability confident leaderInvestors in People: Goldhttps://www.gov.uk/government/publications/kickstart-scheme-employer-resources/kickstart-scheme-brand-guidelinesStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.Step into healthArmed Forces Covenant

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

Apply online now

Further details / informal visits contact

Name
Karen Hawkins
Job title
Band 8a MSK Therapy Outpatient Lead
Email address
[email protected]
Telephone number
01793 605092
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