Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 225-Div3-8219934
- Employer
- The Royal Wolverhampton NHS Trust
- Employer type
- NHS
- Site
- West Park Hospital
- Town
- Wolverhampton
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 09/09/2026 23:59
Employer heading
Senior Administrator
Band 3
Job overview
An exciting opportunity has arisen within the Physio and Occupational Therapy Service to support the new Community Stroke Model and the wider teams as appropriate. To undertake administrative and clerical duties associated with the administration function of the service supporting extensive national and internal data collection, via national databases and excel spreadsheet working within current operational practice.
You will need to have excellent communication skills and have a keen eye for attention to detail and accuracy.
Main duties of the job
To provide a patient focused reception service, ensuring that good customer care is provided at all times. To overcome language barriers wherever possible using available resources as necessary e.g. interpreters, ensuring that all patients are dealt with in a courteous manner.
To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System (PAS). To accurately create and amend clinics on PAS as required.
To process referral letters in accordance with the Patient Access Policy, agreeing a convenient time and date with the patient once the administration process has been accurately completed.
To prepare Physiotherapy and Occupational Therapy treatment notes for initial and follow-up attendances.
To ensure the security of case notes and all other patient related information within the department.
In collaboration with other A&C staff, to ensure maximum utilisation of patient slots, contacting patients and arranging first appointments in accordance with the Patient Access Policy and departmental waiting time standards.
Working for our organisation
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
Detailed job description and main responsibilities
1. To assist with the day to day operational supervision of the defined admin & clerical team within the department.
2. To assist with ensuring that all staff are fully trained and equipped to undertake their roles, identifying any issues to the Directorate Management Team.
3. To provide a patient focused reception service, ensuring that good customer care is provided at all times. To overcome language barriers wherever possible using available resources as necessary e.g. interpreters, ensuring that all patients are dealt with in a courteous manner.
4. To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System (PAS). To accurately create and amend clinics on PAS as required.
5. To process referral letters in accordance with the Patient Access Policy, agreeing a convenient time and date with the patient once the administration process has been accurately completed.
6. To prepare Physiotherapy and Occupational Therapy treatment notes for initial and follow-up attendances.
7. To ensure the security of case notes and all other patient related information within the department.
8. In collaboration with other A&C staff, to ensure maximum utilisation of patient slots, contacting patients and arranging first appointments in accordance with the Patient Access Policy and departmental waiting time standards.
9. To assist the Clinical Lead in the processing of new referrals, liaising with external organisations as required and ensuring transfer of referral information in a timely and confidential manner.
10. To process telephone calls and enquiries and take appropriate action.
11. To work closely with Physiotherapy & Occupational Therapy secretarial staff to ensure the development of an efficient team to effectively support the Department.
12. To arrange transport for patients as required.
13. To amalgamate treatment physiotherapy and occupational therapy notes where more than one record exists and to ensure that all treatment notes are filed in the recognised format.
14. To ensure Hospital case-notes are ordered for clinics as requested and returned to file promptly.
15. To be responsible for the timely processing of all incoming and outgoing mail.
16. To respond in a professional and sensitive manner when dealing with confidential issues.
17. On behalf of the Directorate Management/Clinical Team order and maintain stocks of stationary and therapy aids/equipment as required.
18. To be responsible for the supervision of more junior staff and to take responsibility for the smooth running of the Administration and Clerical service.
19. To collect relevant statistical data relating to patient activity including waiting list data.
20. To support the Directorate Management Team with the implementation of procedural and policy changes which arise from the further development of the department or Trust.
21. To support the Directorate Management Team in ensuring that all staff are fully trained in departmental procedures, including the operation of computerised systems within the department
22. To ensure paper notes are scanned onto the Clinical System within 5 working days of receipt.
23. To co-ordinate medical-legal requests as directed by the Governance Lead
24. To be aware of the security arrangements in your own working area.
25. To work closely with Administrative & Clerical staff to ensure that essential work is completed during colleagues’ periods of absence.
26. To attend mandatory training sessions and undergo training as required and to keep a record of own continuing development.
27. To maintain a record of learning with support as necessary.
28. Actively participate in own staff development and review in order to identify personal development plans and training needs.
29. To adhere to and comply with all relevant Departmental and Trust policies, procedures and practices.
30. To provide secretarial support to Outpatient Department staff at the request of the Directorate Management Team.
31. At all times to behave in a professional and responsible manner.
32. On a rotational basis, act as a Fire Warden and attend refresher training as required.
Person specification
Qualifications
Essential criteria
- GCSE in Maths and English
- Microsoft Office, including Excel, Outlook and Word
- 3 years recent Admin experience
Desirable criteria
- Care Flow / PAS
Employer certification / accreditation badges
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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
- Michelle Harris
- Job title
- Directorate Manager
- Email address
- [email protected]
- Telephone number
- 07436041349
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