Therapies Administrator

Job overview

This Administrator post is important to the day-to-day running of both the Lymphoedema service and the wider Therapies department. The post is split between Lymphoedema administration and reception duties.

The Lymphoedema element of the role includes arranging appointments, dealing with telephone and email enquiries, managing clinical correspondence and distributing compression garments to patients. The post also provides reception cover for the Therapies service, supporting patients when they attend appointments and dealing with general enquiries.

Dedicated administrative and reception support enables therapists to focus on clinical and patient-facing work. Without this support, therapists would need to undertake more administrative and reception duties, reducing clinical capacity and potentially impacting waiting times and patient experience.

The post is required to support the continued delivery of the Lymphoedema service and provide essential reception cover for the wider Therapies department. Maintaining this administrative capacity will help the service continue to manage appointments and patient enquiries, support the clinical team and minimise further pressure on waiting lists and patient access to treatment.

Main duties of the job

The post holder will provide a customer focused service for all patients and visitors attending or passing through the Therapy Services Department. The post holder will be responsible for efficient and effective administrative support to the Therapy Services teams including dealing with all phone enquiries, inputting relevant data onto the Epic system and supporting the clinical teams.

Patients will be accessing various therapy treatments including Physiotherapy, Occupational Therapy, Dietetics, Speech & Language Therapy, Lymphoedema, Complementary Therapies and Appliances

Detailed job description and main responsibilities

For further information please refer to the job description and personal specification

• To provide a complete administrative service and support to therapy services clinicians to include formatting patient letters.
• To manage booking new and follow up appointments and all processes associated with this for Therapy services patients with agreed timescales.
• The post holder will assess and prioritise competing appointment requests, identify urgent cases based on agreed criteria, and use judgement to resolve scheduling conflicts within established parameters.
• Ensuring urgent referrals are prioritised and all available appointment slots are fully utilised.
• To manage clinic cancellations and rescheduling within agreed timescales.
• To highlight to the Therapy Service Leads any issues with appointment lead times and clinic capacity.