Job overview
To be responsible for the day-to-day administration of the
Paediatric Physiotherapy Service.
To provide a confidential administrative and secretarial service to the Paediatric Physiotherapy service.
To participate in CPD and develop skills and knowledge through participation in Health Board Education Programme and other developmental activities.
To assist in the management of waiting lists within the Paediatric Physiotherapy service and provide accurate and timely data to the Head of Service in line with Service Guidelines.
To work across the Health Board and travel between SBU Health Board sites as required to support service delivery.
Main duties of the job
Make appointments for individuals.
Book transport for patients when appropriate
Liaise with other departments both internally and externally in relation to patient appointments/referrals/demographics and tracking of medical notes.
Track medical records on Myrddin/PIMS+ system, and request notes from medical record
Deal sensitively with patients with potentially high levels of anxiety and aggression caused by waiting times and other factors.
Act as first point of contact for personal, written and telephone enquiries from patients, relatives, consultants, GPs and other healthcare staff, assessing the validity and priority of that contact, taking action where necessary.
Ensure effective communication where there is a barrier to understanding
Ensure referrals are appointed within agreed criteria
Assist in waiting list management as directed by line manager
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
Make appointments for individuals.
Book transport for patients when appropriate
Liaise with other departments both internally and externally in relation to patient appointments/referrals/demographics and tracking of medical notes.
Track medical records on Myrddin/PIMS+ system, and request notes from medical records
Deal sensitively with patients with potentially high levels of anxiety and aggression caused by waiting times and other factors.
Act as first point of contact for personal, written and telephone enquiries from patients, relatives, consultants, GPs and other healthcare staff, assessing the validity and priority of that contact, taking action where necessary.
Ensure effective communication where there is a barrier to understanding
Ensure referrals are appointed within agreed criteria
Assist in waiting list management as directed by line manager
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person specification
Experience
Essential criteria
1. Demonstrate experience in an administrative role
2. Experience of dealing with confidentiality, sensitive data, appropriate maintenance and storage of record
3. Experience of transcribing and minute taking
Desirable criteria
4. Ability to work on own initiative and manage own workload and able to manage diaries and advanced keyboard skill
5. Good written and verbal communication skills and problem solving and fact finding
6. Keen to learn/develop skills
Qualifications & Knowledge
Essential criteria
7. Educated to Vocational Level 3 in a relevant subject or able to demonstrate the equivalent level of knowledge, skills and experience
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Welsh language skills are desirable