We are looking for an organised individual with strong attention to detail to join our friendly and supportive team. The post holder will provide comprehensive administrative support to the Outpatient Physiotherapy Team and wider therapy services, including facilitating the transition to the Electronic Document Management System (EDMS) through organisation, scanning, and uploading patient records onto MediViewer and destruction of paper.
Responsibilities
* Maintain good communication with the Physiotherapy team and all other staff in the work environment.
* Answer all enquiries on the telephone comprehensively, being aware of who to consult according to the needs of the caller.
* Deal with general enquiries in a professional, appropriate, and sensitive manner, as efficiently as possible, either in person, over the telephone or via email from staff, patients, and the general public, and deciding when to elevate as appropriate.
* Communicate information in an easy‑to‑understand form to patients, carers, and others in a tactful and sensitive manner, persuading and influencing where necessary.
* Communicate with the team in a timely and effective manner and ensure that duties are conducted as requested.
* Communicate patient information across professions and to external bodies in a secure manner ensuring confidentiality is respected at all times.
* Post correspondence to other health‑care professionals as necessary.
* Liaise with other hospital departments including the legal team and information governance in a friendly, professional, and courteous manner.
* Be aware of and follow trust policies.
* Provide comments and feedback on proposals for change of policies and procedures.
* Assist in maintaining and updating departmental procedures.
* Highlight concerns regarding the service to the appropriate person, offering suggestions where possible.
* Ensure tracking systems for patient notes are completed.
* Record medico‑legal requests in relevant databases and spreadsheets.
* Meet requests for information with dictated deadlines.
* Organise, scan and upload notes onto MediViewer in line with the agreed Trust processes.
* Organise the physical storage of paper notes and be able to locate notes as required.
* Dispose of notes in line with Trust policies.
* Work as part of the team to provide a high‑quality service.
* Instruct and support new team members about the administration within the department.
* Participate in training programmes and attend staff meetings.
* Deal with general enquiries in person, either face‑to‑face, over the telephone or via email from staff, patients, and the general public.
* Undertake any duties that may be deemed necessary to support the physiotherapy or other therapy services.
* Attend mandatory training updates as required.
* Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
* Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
* Identify own learning needs and jointly plan training requirements with your line manager.
Important information for applicants
* We strongly discourage the use of AI tools in completing your application.
* In the event of exceptional interest, adverts may close early; some adverts are capped for a limited number of applications and will close once the cap is reached.
* Flexible working options are available; please discuss with the recruiting or line manager.
* Disclosure and Barring Service (DBS) checks will be undertaken for all new employees where the role is eligible.
* Applications for Skilled Worker sponsorship are welcome for the roles that meet the eligibility criteria.
* UHSussex reserves the right to close the role early if it receives a high volume of applications.
* Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack
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