Job Overview

To provide a reception support for clients attending the Occupational Therapy service, ensuring an approachable, positive and non-judgmental experience.

To provide administration assistance to the Occupational Therapy multi-disciplinary team members, to ensure the service operates effectively and efficiently.

Job Purpose

• Act as front-line contact for the clinics and visiting personnel to Occupational Therapy. This may include responding to people in emotional distress. Respond to incoming correspondence, telephone calls and enquiries.
• Make and record outpatient appointments on the Maxims and Care Partner computerised systems. Maintain the multi-disciplinary professionals computerised outlook diaries.
• Use the JD Edwards and Ariba ordering systems for procuring items as requested.
• Process the receipting of goods and invoices utilizing the guidelines set up by the Health & Social Services Finance Department.
• Ensure client information, reports and correspondence are inputted to Maxims/Care Partner patient electronic recording system. Distribute correspondence to other departments and agencies when appropriate.
• Assist in the preparation of statistical information required by the service.
• Respond to referrals; record, file and scan client information, liaise with the multi-disciplinary staff, contact patients, arrange interpreters, book rooms and update referral spreadsheets.
• Arrange and attend meetings, prepare minutes, agendas and ensure their appropriate distribution.
• Prepare training materials such as slides, overheads, handouts etc. Organise catering, room set up, appropriate venues for events and meetings.
• Make multi-disciplinary team members travel arrangements for approved visits and study leave in liaison with hospital travel department policies.
• Undertake other duties and provide cover as directed from time to time, or in the absence of other secretarial and reception staff.

Statutory Responsibilities

Active engagement, participation and compliance with any other statutory responsibilities applicable to the role, as amended from time to time.

Budgetary Responsibility

• The post holder will process invoices, process orders for stock and equipment that are authorised by a manager.
• They will be responsible for responding to problems with the teams IT systems, Printer, photocopiers, laptops by raised requisitions and ensuring resolutions. They will deal with petty cash.

Qualifications

Business administration / office experience.

Knowledge

• An understanding of working within an office environment.
• A use and knowledge of Microsoft office systems, data bases and hospital systems such as Maxims, Care Partner and ECDL accreditation would be an advantage.

Technical Work Based Skills

• Fluency in spoken and written English.

General skills / attributes

• Good inter-personal, communication and organisation skills are essential. The post can be stressful due to the nature of the work and calls for a mature personality and a non-judgemental attitude.
• The post holder will be subject to continual interruptions by telephone calls, visitors to the service and queries. It is therefore, imperative that the post holder has a high degree of accuracy and the need for flexibility is essential.
• Will be expected to have a high degree of confidentiality.
• Will have the ability to deal with sensitive issues in a diplomatic way and should be able to ascertain any immediate risk and escalate concerns referrals to senior team members.
• The post holder must be able to use their initiative and set, and work within, their own deadlines and have the ability to prioritise own workload .The ability to accept flexible working hours on occasions is desirable.

Experience

• Previous experience of working in a role requiring administrative skills.
• The post holder is expected to respond to clients and must therefore have experience in responding to people who are distressed, intoxicated or disagreeable. The post holder must be able to communicate on such occasions without causing further distress.
• The ability to work well and relate to a multidisciplinary service of professionals is essential.
• Experience of working in a team is preferable.

Personal Attributes

Appointees to this role will be required to adhere to and perform their duties in line with the standards identified in the States of Jersey tier 6 core accountabilities attributes and behaviour indicators.