MSK Administrator

Job overview

This vacancy is offered on a permanent basis. There are 2 part time vacancies available, hours to be discussed between the preferred candidates.

The Musculoskeletal Physiotherapy Service provides an assessment and treatment service locally for patients. The Physiotherapy Team work collaboratively across the MSK/MSKAPS Pathway and the Admin Team are expected to support each other in the same way.

The role will involve working alongside colleagues with daily patient contact, either face to face or via telephone calls. This role also requires interaction with a varied staff group both internal to this organisation and within the wider Gloucestershire service regarding referrals, enquires and patient pathways with the support of the admin team and physiotherapists.

Main duties of the job

The post holder is responsible for the Administrative, Reception and Clerical Duties in the Musculoskeletal Service on a day to day basis. The post holder will also provide assistance to the rest of the MSK admin team across the County where necessary to ensure a consistent and professional Service to all service users.

To be able to plan and be responsible for own work by developing an understanding of the flow of work/priorities of the MSK Service.

Whilst predominately the role will support MSK Adult Physio Service, there will be a requirement to train and develop process skills to support MSK Advanced Practitioner Service and offer cross cover when necessary and in challenging times.

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Detailed job description and main responsibilities

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

• To have a full and comprehensive working knowledge of Clinical Systems, Systm One, (S1) and the National Booking System and its Electronic Referral Service, (e-Rs)
• To receive and register patient referrals onto Systm One and maintain the Electronic central out-patient diary system. Being responsible for the full utilisation of available appointments and booking Patient appointments.
• To transfer nominated referrals from e-Rs to S1 for appropriate patient appointment booking.
• Where necessary to manage the reception areas to meet and greet patients/relatives/carers who report to the Therapy department.
• To be responsible for accurately inputting and setting up appropriate physiotherapy clinics on Systm One, ensuring ledgers are complete and functional in accordance with Job Plans.
• Assisting in the production and maintenance of Patient ledgers, diaries and associated files.
• To work alongside team leads to create student rotas and ledger, ensuing whilst student is on placement student has a structure diary.
• Registering and booking of patient appointments, inputting and monitoring the pathway to include registration onto electronic Systems, SystmOne and e-Rs.
• Operating the Interactive Voice Recognition (IVR) Phone system, answering calls, dealing with queries, taking/relaying messages to include booking and cancellation of appointments and clinics, informing staff as appropriate.
• Managing the daily Systm One Lists.
• Carrying out general administrative tasks for the department to agreed standards and timescales, to include scanning, photocopying, sending out correspondence and documents.
• To manage and be responsible for procurement systems, ordering, receipting and managing of Purchase Order Details and Service Supply orders on the Integra Centros System.
• Assisting in the recording of statistics where necessary and regular review and action of staffing Lists and monitoring of Waiting List Target Breaches.
• Ensure all confidential paperwork is filed or shredded promptly and securely.
• Efficient use of appropriate reporting and recording systems to report issues related to site or departmental faults, E.g. Estates
• Liaising with external Agencies to support ordering of patient leaflets and resources. Colour connection for printing and Arthritis Care for Educational material.
• The undertaking of specific tasks as designated by senior staff, Team Leads and the Service Manager in order to support the MSK Services.
• To manage and monitor the Health Roster Allocate system to ensure all absence and unavailability is accurately documented for authorisation and pay roll purposes.
• Maintain adequate equipment stock levels as requested and place central orders for budgetary efficiency where large stock is required on behalf of the whole MSK Service.
• Responsible for ordering of Community Equipment and familiar with the TCES System.
• Assist and contribute, where necessary in department and physiotherapy audits, through data collection as required to support department functions.

Undertake other support and administration functions and assist with patients as requested by the Business Project Lead