Job Overview

An exciting opportunity has arisen for an experienced, motivated, and proactive individual to join the Adult Occupational Therapy Service as our Administration and Equipment Service Lead.

This key role is responsible for managing the administrative and operational functions that underpin the delivery of Occupational Therapy services across inpatient and community settings. The post holder will provide leadership to the Administration Team and oversee the day-to-day operation of the Equipment Service, ensuring efficient, responsive, and high-quality support to patients, carers, clinicians, and partner agencies.

Working closely with the Professional Leads, the successful candidate will support service management through the provision of accurate data, reporting, business intelligence, and operational oversight of administrative and equipment services.

This is a varied and rewarding position requiring strong leadership, excellent organisational skills, significant experience managing staff, and the ability to balance competing priorities within a busy service environment.

If you are an experienced administrator and people manager with a passion for service excellence, data-driven decision-making, and continuous improvement, we would be delighted to hear from you.

For further information on this role please contact Samantha McManus @s.mcmanus@health.gov.je

Job Purpose

To manage the administrative and support service functions of the Occupational Therapy Service, ensuring the effective and efficient delivery of comprehensive administrative, financial, and facilities management services to staff and the general public. Supervise and support the OT Assistants & support staff in the Equipment Service for effective service provision. Managing and reporting upon the data collection system within the service. To provide team support through the ordering of essential equipment, completion of effective stock control trend analysis and the management of equipment provision across the in-patient / community services.

Statutory Responsibilities

The post holder will have to comply with all relevant States Laws, such as the Health and Safety at Work (Jersey) Law 1989 and any other associated legislation, Standing Orders, Financial Directions, and other relevant Codes of Practice, in respect of managing the key project deliverables of programmes and costs through the active management of procurement, approval, financial and administrative procedures.

To be responsible for your own health and safety and that of your colleagues, in accordance with the Health and Safety at Work (Jersey) Law, 1989

To work in accordance with the Data Protection (Jersey) Law; This role is politically restricted.

The jobholder is not permitted to undertake political activity involving standing for election to the States or as a Parish Constable, or publicly supporting someone who is standing for election or playing a public part it any political manner.

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

Job Specific Outcomes 1 of 2

To provide an efficient and confidential administration service for the Occupational Therapy Services, with particular responsibility for the work of the Professional Leads, including supporting with recruitment.

Oversight of the agreed states database system, including those used to book patient visits, and administration of Health Roster to support the Professional Leads.

Supervision of staff in the Occupational Therapy Equipment Service, identify and delegate work flow, set priorities and support the team, ensuring that they have the support, knowledge and skills required to be successful in the role and support effective service provision.

Monitor trends / requirements of equipment provision across the therapy division: ordering in accordance to service demands and maintaining minimum stock levels as indicated by each service and make recommendations to the Professional.

Provide work and supervise Vocational Rehabilitation placements who will be working in the Occupational Therapy Equipment Service. Provide a supportive environment for the clients to work in, provide tasks which will help develop new skills and build confidence with tasks and working in an office environment and in the valeting area. Carry out joint reviews with the Therapist or Vocational Coordinator regarding Vocational rehabilitation clients and their progress in the placement.

Responsible for ordering of equipment and services, and processing of invoices across the departments cost centres, ensuring activity adheres to the Public Finance Manual. Liaise with the Finance department regarding any payment issues.

Responsibility for processing Locum invoices. Responsible for organising payments that cannot be made through Connect Suppliers Ariba, including Pro-forma and AP Drop Ins and Petty Cash.

To be a point of contact for the Occupational Therapy Service across Health & Community Services. Provide and receive complex information from internal and external agencies and individuals, providing advice, guidance and instruction proportionate to role. Escalate as appropriate to clinical staff or Professional Leads. 

Qualifications

The post holder must have a good standard of education, preferably to ‘A’ level standard, and must be able to work on their own initiative.

Diploma in business management or an equivelant qaulification is desireble.

Knowledge

Practical knowledge of Occupational Therapy service delivery and equipment provision. It is essential to be conversant with medical terminology, especially in the areas of orthopaedic, paediatric, obstetric and orthotic terminology.

Awareness of the roles of other services (health and social care and education) and the interface with Occupational Therapy.

5 years’ previous experience in a clinical setting.

Ability to work flexibly.

Previous experience of working in medical settings. 

Technical Work Based Skills

Ability to demonstrate a range of information technology skills i.e. able to effectively use IT equipment and role critical software.

An understanding of medical devices / equipment, and the ability to provide basic advice regarding usage, contraindications, as well as basic knowledge of appropriate cleansing processes / COSH, IPAC hygiene standards. 

General skills / attributes

It is essential that the post holder is proficient in the use of a wide variety of computer systems and programmes.

Extensive IT knowledge is required, with the ability supervise the administrative team and equipment services team.

Experience

Excellent communication and organisational skills are required as the post holder has to often deal with upset/distressed clients.

The post holder must be self-motivated, highly organised and be able to work under pressure alone as well as part of a team. 

Personal Attributes

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Job Description

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