Rehabilitation Office Supervisor

NHS Scotland; Kirkcaldy; On-site; GBP 40,000 - 60,000; Full time

Job summary

A healthcare provider in Scotland seeks an experienced administrator to supervise the Therapy & Rehabilitation administration team. You will manage workloads and monitor patient waiting lists, requiring strong organisational skills. Ideally, you have experience with the Patient Management System Trakcare and are qualified to HNC level in Business Administration. This role offers a fixed-term contract until March 2026 with flexible working options.

Benefits

Flexible working

Family-friendly policies

Support for disabled candidates

Qualifications

• Experience with monitoring waiting lists and knowledge of RTT waiting times.
• Extensive experience with Patient Management System Trakcare would be advantageous.
• Excellent organisational, numeracy and interpersonal skills.
• Educated to HNC level in Business Administration or equivalent experience.
• A level of English language competency and communication skills appropriate to perform the role safely and effectively.

Responsibilities

• Supervise the administration team within Therapy & Rehabilitation services.
• Prioritise workloads, grant leave and organise cover.
• Monitor waiting lists and understand RTT waiting times.

Skills

Monitoring waiting lists

Knowledge of RTT waiting times

Excellent organisational skills

Numeracy skills

Interpersonal skills

Education

HNC level in Business Administration or equivalent experience

Tools

Patient Management System Trakcare

Job description

Overview

Fixed term until 31st March 2026. Responsible for the day to day supervision of the administration team within Therapy & Rehabilitation services across Victoria and Queen Margaret Hospitals. The Therapies and Rehabilitation service includes out-patient reception areas, the AHP Musculoskeletal (MSK) Fife-wide hub and secretarial staff. Duties include prioritising workloads, granting leave and organising cover, maintaining workflow and ensuring that targets and deadlines are met.

You must have experience of monitoring waiting lists and a knowledge of referral to treatment (RTT) waiting times. Extensive experience of Patient Management System Trakcare would be advantageous.

Responsibilities

• Supervise the administration team within Therapy & Rehabilitation services across Victoria and Queen Margaret Hospitals.
• Prioritise workloads, grant leave and organise cover, maintain workflow and ensure targets and deadlines are met.
• Monitor waiting lists and understand RTT waiting times.

Qualifications and Skills

• Experience with monitoring waiting lists and knowledge of RTT waiting times.
• Extensive experience with Patient Management System Trakcare would be advantageous.
• Excellent organisational, numeracy and interpersonal skills.
• Educated to HNC level in Business Administration or equivalent experience.
• A level of English language competency and communication skills appropriate to perform the role safely and effectively; educated to the equivalent standard grade or equivalent relevant experience.

Other Terms

Please note the salary for this post is pro rata to part time hours.

Secondment and Eligibility

Existing permanent employees must first discuss this opportunity with their substantive line manager. The secondment policy can be found here. If you do not have approval for a secondment from your current line manager, you will not be able to progress your application for a fixed term post. External applicants, with continuous NHS Service, must also have in place a secondment agreement from their existing board to apply for this post.

Enquiries

For informal enquiries please contact Diane Murray on 01592 643355 ext 28426.

Right to Work

NHS Fife is legally obliged to ensure all its employees are legally entitled to work in the United Kingdom. If you are not a United Kingdom (UK) or Irish National, you are required to confirm your right to work in your application. To work in the United Kingdom, there is a legal requirement to demonstrate permission to work; this is granted by the UK Visas and Immigration Service. As part of pre-employment checks, NHS Scotland Boards will check entitlement to work in the UK through routes including visas and EU settled/pre-settled status. See GOV.UK for details. Sponsorship under UK Skilled Worker/Health & Care Worker Visa may be possible in certain cases if the employer is a licensed Sponsor and the post meets salary thresholds.

It is essential that applicants have checked right to work or sponsorship eligibility before submitting the application form.

Notes

Due to legislative changes from 1 April 2025, this post may require a different level of criminal records check than is currently the case. If the post is assessed as a "regulated role", appointment will be subject to joining the PVG Scheme. Any changes will be confirmed by the Hiring Manager or Recruitment Team. Details on changes are available from Disclosure Scotland.

We offer flexible working and family-friendly policies and fully support disabled candidates, and candidates with long-term conditions or who are neurodivergent by making reasonable adjustments.

Equality and Diversity

NHS Scotland is committed to encouraging equality and diversity among its workforce and eliminating unlawful discrimination. The aim is for our workforce to be truly representative and for each employee to feel respected and able to give their best. NHS Scotland welcomes applications from all sections of society.