Job overview
To provide front line administrative support to the Head Occupational Therapist (OT) and the Occupational Therapy team. To be responsible for the efficient day-to-day organisation of administration and reception activities in the Occupational Therapy Department.
Main duties of the job
The postholder will work within the Main Occupational Therapy Department, providing administrative and reception support to the service. The role includes acting as a central point of contact for service users, staff and visitors, supporting day‑to‑day departmental administration such as appointments, room bookings and meetings, and providing administrative support to the Head of Department. The postholder will maintain accurate records and systems and contribute to the smooth and efficient running of the department.
Working for our organisation
We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close knit team at SLaM. It’s important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer
Some of our benefits are highlighted here:
1. Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package which is dependent on the role and length of service.
2. Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing.
3. Career development, There are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes
4. Car lease, our staff benefits from competitive deals to lease cars
5. Accommodation, our staff benefits from keyworker housing available which is available on selected sites
6. NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website. Other benefits include:
7. Counselling services
8. Wellbeing events
9. Long service awards
10. Cycle to work scheme
11. Season ticket loan
12. Childcare vouchers
13. Staff restaurants
Detailed job description and main responsibilities
Key Responsibilities:
1.Reception duties:
Provide central reception point to all users of the OT department. Deal with all enquiries and liaise appropriately with all support services to resolve issues and ensure a smooth running service.
2.Department Administration duties:
Provide administrative support to all department staff, including ordering of supplies and equipment for a wide range of activities, allocating appointments for activities, managing room bookings and ensuring excellent communication with all units on site.
3.Administrative assistance to Head of Department
Provide administrative assistance to the Head OT to ensure required reports, audits and any other required documentation is completed on time.
4.Meetings
Provide administrative support to departmental meetings, including timely distribution of agenda and papers, taking of accurate minutes and following up on action points.
5.Finance:
Manage petty cash floats, ensuring all expenditure is authorised. Administer the patient’s therapeutic earnings scheme. Reconcile monthly credit card statements, maintain full records of charity-funded projects and process cash received from project activity.
6.Payroll & E-Roster:
Record all staffs leave, absences and overtime and complete monthly manpower returns on e-roster.
7.Communication and I.T.
Design and maintain appropriate databases as required ensuring department activity is accurately recorded. Maintain relevant distribution lists. Develop and maintain the department’s internet pages ensuring they are kept up-to-date.
8.Health & Safety :
Complete weekly environmental checklists, arrange alarm checks and fire evacuations, ensure any actions required to maintain health & safety are completed in a timely manner to ensure the department complies with all applicable legislation.
9.Personal Development:
Undertake any training opportunities required to develop skills to improve the service or for personal development as identified through the appraisal process.
Person specification
Qualifications
Essential criteria
14. •NVQ level 3 or relevant academic education or equivalent experience covering the range of skills and knowledge required.
Desirable criteria
15. •Formal qualification in administration or related area.
16. •IT based qualifications
Experience
Essential criteria
17. •Experience of working in an office and communication with a range of staff and service users.
18. •Experience in using Microsoft Office packages (Word, Excel and Power Point).
19. •Experience of customer focused roles requiring good communication skills.
Desirable criteria
20. •Experience of working with OT’s or other health care professionals
21. •Experience of setting up/ managing a Website or other social media platforms.
22. •Experience of using NHS IT systems such as E-roster, Planet FM, E-pjs and Trac.
23. •Experience of completing risk assessments
24. •Experience of accounting procedures or managing petty cash
Knowledge and Skills
Essential criteria
25. •Excellent communication skills both written and verbal.
26. •Ability to think and plan ahead using own initiative.
27. •Knowledge in a range of admin procedures.
28. •Excellent keyboard skills.
29. •Ability to problem solve
30. •Ability to follow instructions and work unsupervised.
31. •Good time management.
32. •Ability to form good working relationships with a range of other services
Desirable criteria
33. •Knowledge of Risk assessment processes.
34. •Knowledge of finance procedures.