Administration Officer - Children's Therapy Services - P/T - MCX-025368

Job Purpose:  Provide reception, secretarial and administrative support to Children’s Therapy Services. You will be a welcoming first point of contact for patients and families, help manage appointments and referrals and support clinical staff to ensure the service runs smoothly and efficiently.  

Duties:   
- Provide a friendly and professional reception service for patients, families and other visitors.
- Answer telephone enquiries and deal with requests promptly and courteously.
- Book patient appointments and maintain appointment diaries using computerised systems.
- Help make the best use of available appointments and clinical staff time.
- Process referrals accurately and enter information onto electronic patient records.
- Maintain accurate and up-to-date patient records and administrative systems.
- Contact patients to cancel or rearrange appointments when required.
- Manage administrative and team email inboxes.
- Open, sort, scan and distribute incoming mail.
- Organise patient transport and interpreter services when required.
- Provide typing and word-processing support, including clinical letters and reports.
- Arrange meeting rooms and take minutes at team meetings when required.
- Assist with monthly data collection and analysis using Excel.
- File, archive, photocopy and print documents.
- Help manage requests for patient records in line with procedures.
- Maintain stationery levels and process purchase card orders.
- Deal sensitively with patients and parents, including enquiries about waiting times.
- Direct complaints or concerns to the appropriate member of staff.
- Provide administrative cover for colleagues when required.
- Maintain patient confidentiality at all times.
- Work across other Manx Care sites when required.

Essential Skills:  
- Previous experience in a customer service role.
- Experience using computer systems such as databases or medical records.
- Accurate keyboard skills.
- Experience using Microsoft Word, Excel and email.
- Good communication skills.
- Ability to work within set boundaries.
- Excellent organisational skills.
- Accurate and determined approach to work.
- Ability to respond effectively to enquiries from the public and other professionals.
- Ability to work effectively as part of a team and undertake a wide range of duties.
- Calm and assertive when working under pressure.
- Ability to make decisions and use your own initiative.
- Satisfactory police check.

Desirable Skills  
- Five GCSEs at Grade C/4 or above, including English Language, or equivalent.
- Previous experience working in an office environment.
- Experience taking minutes at meetings.
- Experience using computerised appointment systems.
- Isle of Man Worker status.

A more detailed job description can be viewed by clicking here

Please send your CV and covering email using the APPLY NOW button below.

Salary & benefits

£29,336 - £35,386 pro rata per annum

Hours

Part-Time - 18.5 Hours