Physiotherapy Administration Officer in Newport

We encourage applications from all with protected characteristics, including disabled and neurodiverse candidates and from those in the Armed Forces Community. Applicants are invited to apply in Welsh; any application submitted through the medium of Welsh will not be treated less favourably than applications made in English. Each job advert includes the relevant manager’s contact details, and you are encouraged to discuss any adjustments you may require directly with them. There is no obligation to disclose any personal or medical information—simply let us know what support would help you to participate fully.

An opportunity has arisen within Aneurin Bevan University Health Board for an enthusiastic and dynamic individual who is ready to be part of the Children's and ALD Physiotherapy Team in Newport. We are looking for a self‑motivated and forward‑thinking applicant who is a strong team player with the ability to demonstrate excellent communication skills, organisational skills and initiative. You will work as part of the wider administrative team assisting in the provision of administrative and clerical support to the physiotherapy team within the Children's Centres across the Health Board and the Adult Learning Disabilities Team. You will be based at Serennu Children’s Centre but will be required to work one day a week in St Woolos Hospital with the Adult Learning Disabilities Team and cover across other sites for annual leave and sickness cover. You will be supported through training and encouraged to develop and have the opportunity to impact forward‑thinking innovative clinical services.

Main Duties

• Assist in the provision of administrative and clerical support to the physiotherapy team.
• Day‑to‑day booking and maintenance of outpatient appointments, providing an effective service for Physiotherapy patients following booking guidelines in accordance with agreed protocols and procedures.
• Support the Admin Lead for waiting list management and validation, including new and follow up patients and ensuring procedures for validating patient details and processing referrals are maintained in line with data quality and Confidentiality.
• Provide an efficient and friendly telephony service, re‑arranging appointments as required and taking/forwarding messages following local guidelines.
• Ensure referrals are received, processed and actioned in a timely manner and initiate the partial booking process and validating and interpreting waiting lists.
• Contact patients directly and book appointments in line with physiotherapy targets / standard and act as liaison between patients and clinicians for managing specific queries.
• Work effectively as part of the wider outpatient team and have involvement in booking of new patient appointments.

Working for Our Organisation

Aneurin Bevan University Health Board is a multi‑award‑winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your speciality or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff. We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in‑house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.

Qualifications And Knowledge

Essential criteria

• Good general education to GCSE or equivalent.
• Knowledge of patient administration and other related systems, acquired through experience and qualification at NVQ Level 3 or Advanced Level of Certificate of Technical Competence (IHRIM) or equivalent demonstrable knowledge and experience.
• Skilled use of computerised Database.
• IT skills including the use of Microsoft 365, Microsoft Office and Microsoft Outlook.

Desirable criteria

• European Computer Driving Licence.

Experience

Essential criteria

• Experience of dealing with the public either on the telephone or face‑to‑face.
• Current or recent experience of an office environment.

Desirable criteria

• Familiar with CWS and WPAS or other networked IT system.
• Previous physiotherapy administrative role.
• Experience in a health or social care environment.
• Management of waiting lists.

Skills and Attributes

Essential criteria

• Customer service / front facing experience current or recent.
• Excellent verbal and written communication skills.
• Excellent telephone manner.
• Ability to prioritise and organise workload independently.
• Good attention to detail.
• Flexible in working hours.
• Able to work as part of a team.
• Ability to work under pressure and deal with difficult situations.
• Ability to input and retrieve information (following training if required).
• Able to maintain confidentiality.
• Willing to learn and implement new skills.
• Ability to adapt to changes in work routine.
• Ability to work without direct supervision.
• Evidence of initiative.
• Good time management.

Other

Essential criteria

• Physical ability to perform and cope with all aspects of manual handling as demanded by the job role.
• Commitment to lifelong learning.
• Ability to travel to other sites.

Desirable criteria

• Ability to speak Welsh.