Administrative Support

Job overview

We are looking for an enthusiastic, hard-working individual who has the ability to work well within a small dedicated team delivering a high standard of administrative support to the Physiotherapy Outpatient Department at Southmead Hospital.

We are looking for someone who has a friendly outlook with excellent communication skills and someone who thrives in a fast-paced and very busy working environment.  The role requires an elevated level of patient contact by telephone as well as duties associated with clinic management and waiting lists.

The administrative team works hard together to ensure the very best outcome for every patient who visits the service working alongside a friendly physiotherapist team.

Main duties of the job

Applicants will need to be an excellent team-player as well as the ability to work independently.  They will need to be flexible and able to use their own initiative working proactively and in collaboration with team colleagues to ensure daily administrative work tasks are managed well.  The post holder, working alongside the team, will be responsible for prioiritising daily workloads.

You will need to be able to demonstrate excellent IT skills with the ability to plan, prioritise and manage your time and problem solve effectively.

Detailed job description and main responsibilities

• To process patient referrals including transferring to other organisations.
• Negotiate patient appointments via telephone to fill last minute empty appointment slots.
• To respond to short-notice clinic cancellations contacting patients to reschedule clinic appointments.
• Answer telephone queries and relaying messages including rescheduling cancellation requests from patients.
• Retrospective clinic bookings on Careflow.
• Adding patients to waiting list following Trust protocol.
• Building ad-hoc slots to facilitate the patient appointment booking process.
• Deal with enquiries from all services users in a helpful manner.
• Uploading to EDMS following Trust protocol.
• Ensure all relevant patient information is recorded on Trust's PAS system and updated accordingly.
• Work flexibly and provide cross cover for colleagues across all therapy services.