Administration Support Officer

Job overview

Our Occupational Therapy Specialist Services (OTSS) team have an exciting opportunity available for a highly motivated and organised individual to join our team on a permanent, part-time basis as an Admin Support Officer, providing a comprehensive administrative service to the clinical teams and management.

The successful applicant will be joining a proactive, friendly and supportive Occupational Therapy service, who have recently strengthened their service delivery model by integrating both physical and mental health specialist teams under the same leadership team.

You will work independently with opposite working days to our current admin support officer, ensuring full administrative cover throughout the working week, with a level of cross cover and peer support.

Please note we reserve the right to close this vacancy prior to the closing date once the required number of suitable applications have been received.

Main duties of the job

• Monitor referrals inboxes daily.
• Process referrals, adding to triage list and waiting lists.
• Act as first point of contact to patients, family, carers and external stakeholders, liaising mainly via telephone and email contact, face to face as required.
• Use Trust Systems such as SystmOne, Therefore and Health Roster.
• Order supplies via Trust Procurement System for the department as needed.
• Minute meetings as required.
• Secretarial support to management team.

Detailed job description and main responsibilities

Maintenance and development of data base systems. Collation of information for statistics.

Efficient processing of all occupational therapy referrals, appointments on the Patient Administration System and SYSTMONE.

Good IT and keyboard skills and a thorough working knowledge of the Patient Administration System (PAS), SYSTMONE, Excel and e-referral and health roster/ESR.

To act as the first point of contact for interventions between the Trust and patients for the booking of occupational  therapy outpatient services, ensuring patients are given accessible information and choice.

Efficient processing of all occupational therapy referrals, appointments on the Patient Administration System and SYSTMONE.

Efficient processing of patient letters.

Ensuring accurate entering of patient data on the Patient Administration System, SYSTMONE and Excel.

Ensuring accurate and timely filing and retrieval of patients’ occupational therapy records, and hospital case notes.

To book interpreters where necessary for patients attending outpatient clinics and if necessary request appointment letters to be translated.

For more information please review the Job Description.