Job overview

This is an exciting opportunity to join the Therapy & Rehabilitation Administration Team . We are looking to recruit a confident, enthusiastic and self motivated individual on a full time basis.

This post will require you to work in a busy environment with another Clinical Support Officer and other members of the A&C teams to ensure consistency and idea sharing across sites to support our services.

Working as part of a team the post holder will support the provision of comprehensive secretarial and administrative functions to the Therapy and Rehabilitation Services Directorate, to allow the smooth and efficient performance of duties to make a direct and positive contribution to the work of the team.

The post holder must organise their own workload and be proactive in supporting colleagues with administration services within the Directorate. As part of the role, administration support will include support with process management, diary management, administration assistance with ongoing projects, organisation of meetings and taking minute taking.

The role may also require some cross site working, although the base will be at QMC.

Main duties of the job

In addition to the below summary please familiarize yourself with full Job Description and Person Specification documents attached to this advert.

Provide a comprehensive and proactive administration service

Production of letters/documents using copy typing and/or templates

Arrangement and administration support of meetings where required

Support the Directorate recruitment processes

Production and dissemination of information

Data collection and recording

Working for our organisation

The Therapies Administration team is part of the Therapies and Rehab Services Directorate, within the Clinical Support Division at NUH. We provide administration support to registered AHP professionals comprising of Physiotherapists, Dietitians, and Occupational Therapists, There is wide variety of registered staff on hand and our admin teams are experienced, knowledgeable and supportive, we also have our A&C Service manager to provide professional support where needed by pathway admin teams so you would benefit from support from many years of a wide variety of experience.

Detailed job description and main responsibilities

Provide comprehensive administration support to Therapy staff

Produces letters/documents, clinical papers and material for publication as required, from either audio, copy typing or shorthand. Creates correspondence as appropriate from predefined templates.

Contributes with the management and updating of the diaries of relevant staff, arranging appointments and meetings if required, locating suitable venue and informing attendees.

Assist with arranging and co-ordinating multidisciplinary team and departmental meetings.

Responsible for the tracking and retrieval of student information across the department as required.

Contribute to the production of departmental induction packs and standard operating procedures for staff where appropriate, working from defined guidelines.

Production and dissemination of staff communications such as newsletters, trust briefing reports.

Provide administration support to clinicians for course bookings and support the business unit with ensuring income for courses is captured.

Lead on collation of data relating to student activity within the department.

Support the Therapy Governance Support Lead with department intranet and internet maintenance.

Use judgement and initiative to prioritise the importance/urgency of particular requests within specialty defined guidelines.

To undertake other specialty specific duties in accordance with Trust policies and procedures.

Assist in dealing with incoming correspondence and facilitating prompt action on results/reports.

Assist in maintaining administrative systems/databases for data collection for use with audit purposes where appropriate.

Supporting recruiting managers with the recruitment processes from advert to appointment of staff – to include the processing of appointment and change forms and induction processes

Management of systems to support staff and students eg inputting of data

To support new staff.