Therapies Department Administrator and Appointments Coordinator

Therapies Department Administrator and Appointments Coordinator NHS AfC: Band 3

Main area Therapies Grade NHS AfC: Band 3 Contract Fixed term: 8 months (Until March 2027 - this role may be amended due to maternity cover) Hours

• Full time
• Part time

30 hours per week (Part time) Job ref 713-AC

Site Queen Victoria Hospital NHS Foundation Trust Town East Grinstead Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 03/08/:59

Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.

In addition to receiving tertiary referrals from across the South East of England, we have a network of 'spoke' sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to patients' homes as is possible. With the recent addition of video led 'virtual' consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.

Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients' lives.

We also offer attractive benefits such as

• tailored personal development to support career aspirations, including accredited clinical and management development programmes
• flexible working arrangements for a work-life balance that suits you and your needs
• a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes

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Sustainability

At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation's carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.

We are looking to recruit a Administrator and Appointments Coordinator based within the Therapies Department at QVH to cover maternity leave.

The role is providing support to our clinical staff including Physiotherapist and Occupational Therapists who provide clinics delivering rehabilitation for patients within our specialist services at QVH.

The successful candidate will be confident, professional with excellent interpersonal skills. They will be able to multi-task and be able to quickly pick up new skills in areas of administration, secretarial and appointment coordination, as per the needs of the teams.

It is essential that this post holder can work in a team and deal with queries from a range of stakeholders including patients, families, team members, managers, medical and clinical staff and is committed to deliver exceptional customer service at all times. Support and training for the post is provided by the team's clinical leads as well as the other administrators who you will work alongside in the department.

Main duties of the job

The role will involve covering the therapies reception desk, appointment scheduling and general administrative tasks.

You will provide a comprehensive administrative and appointments coordination service this will include; maintaining patient caseload databases, waiting lists and booking patients into clinics, responding to both face to face and telephone enquiries, audio typing of clinical correspondence and meetings, preparing and coordinating clinic notes and monitoring and ordering departmental resources, as requested by the therapists.

This job is within a busy clinical environment, so you as the successful candidate will have the ability to prioritise and work well under pressure with other team members as peer support.

Working for our organisation

Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

Detailed job description and main responsibilities

Please read the attached material prior to completing your application form to find out more information.

Person specification Qualifications

• Secondary Education to include GSCE English & Maths or able to demonstrate knowledge within this field through practical experience
• Excellent command of English both written and verbal with excellent grammatical and spelling ability

Skills

• Proven knowledge and application of IT processes and systems i.e. Word, Outlook and Excel
• Excellent keyboard skills
• Able to prioritise
• Able to investigate and solve minor problems and complaints

Experience

• Experience in dealing with the general public preferably in administrative or reception role
• Experience in dealing with the general public preferably in administrative or reception role.

Employer certification / accreditation badges

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.