Administrator - CYPS Therapy Services

Gloucestershire Health and Care NHS Foundation Trust; Cheltenham; On-site; GBP 20,000 - 30,000; Full time

Job summary

A regional health provider in Cheltenham is looking for an Administrator to support Children's Therapy Teams. The role involves managing data, maintaining documentation, and facilitating team communications. Ideal candidates will have strong organizational and communication skills and be proficient in Microsoft Office applications. The position offers a supportive work environment with ample opportunities for professional development.

Benefits

Free car parking

27 days leave plus bank holidays

Ambitious training opportunities

Generous NHS pension

Qualifications

• Demonstrated ability to provide effective administrative support.
• A thorough understanding of service and processes in healthcare.
• Ability to use various software tools for documentation.

Responsibilities

• Provide administrative support to the Children's Therapy Teams.
• Efficiently track patient treatment pathways.
• Maintain organized filing systems for easy access.

Skills

Effective communication

Organizational skills

Data reporting

Proactive initiative

Tools

Microsoft Excel

System 1

Microsoft Word

Microsoft PowerPoint

Job description

Overview

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined‑up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people’s own homes and at a range of other locations throughout the county.

We are on a mission to enable people to live the best life they can and have a vision to work together to provide outstanding care. We put people at the heart of our services, focussing on personalised care by asking ‘what matters to you’. We are passionate about ensuring everyone can contribute to achieving our mission and continually support healthy, high‑quality teams across the Trust.

Our application process aims to understand each candidate’s knowledge, skills and experience. We have found that candidates who rely on AI to generate their answers often lack specificity and fail to address key criteria outlined in the job description. It is important to personalise your application so we can understand why you are applying for this role with GHC and why you are the best fit. We discourage over‑reliance on AI‑generated applications as this will lower your chances of securing an interview with us.

Key Responsibilities

• Provide effective administrative support to the Children’s Therapy Teams.
• Develop a thorough understanding of the service and processes used, including referral and treatment pathways and links with other children’s services.
• Efficiently use System 1 and other databases to record and track the patient’s treatment pathway including clinic appointments and outcomes.
• Efficiently use appropriate systems to collect, collate and report data and information in an accurate format (e.g. Microsoft Excel, Word, PowerPoint).
• Produce quality typed work to ensure all communication is professionally presented, accurate, well‑constructed and formatted in line with Trust guidelines.
• Maintain a well‑managed filing system, both paper and electronic, to ensure easy access and retrieval, in line with Trust protocols.
• Support the planning and recording of clinics, ensuring accurate and updated information is available to the team in a timely manner.
• Actively support team meetings by taking accurate notes that are well written and presented, and effectively distributing them in a timely manner.
• Participate in team meetings and discussions with colleagues and manager to propose constructive suggestions for service improvement within own work area, and implementing such changes with guidance from line manager.
• Respond to all colleagues in a positive, professional and helpful manner, taking the ‘wider view’ at all times and building good working relationships.
• Communicate effectively with a wide range of people, including colleagues and members of the public, ensuring a professional approach is presented at all times.
• Use own initiative in prioritising workload to ensure deadlines are met; when appropriate, propose changes to working practices to maximise efficiency and effectiveness of the role.
• Adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
• Carry out general administrative tasks for the department to agreed standards and timescales, e.g. photocopying, sending out correspondence and documents.
• Be flexible in travelling or working between all Trust sites, as and when required.
• Undertake any other administrative duties as and when required.
• Act in ways that support equality and value diversity – treat everyone with dignity and respect, and recognise and report behaviour that undermines equality and diversity.
• Undertake other support functions as requested by the Service Manager or Administration Lead.
• Work within the guidance of the Trust’s policies and procedures.
• Ensure all confidential paperwork is filed or shredded promptly and securely.

Benefits and Working Conditions

• Free car parking at many sites.
• 27 days leave plus bank holidays, increasing up to 33 days with long service.
• A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
• A multi‑professional preceptorship programme for all newly qualified nurses, nursing associates, internationally educated practitioners, allied health professionals and return‑to‑practice practitioners.
• Generous NHS pension and enhanced pay if you work unsocial hours.
• Flexible, family‑friendly and agile working opportunities.
• Recognition and long‑service awards.
• Fast‑track physiotherapy.
• Our Wellbeing line.
• Access to discounts and salary sacrifice schemes, including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.

Recruitment and Immigration

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas.

Applicants are advised to apply early as, if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.

For more information please see the attached ‘Additional Information for Applicants’ document.