Administrator/Receptionist

Guernsey Therapy Group Ltd (GTG) is a private physiotherapy practice and is contracted by the Health and Social Care services of the States of Guernsey to provide all secondary physiotherapy services within the health system in Guernsey. GTG work on various sites and this position is based at the Princess Elizabeth Hospital. 

The post holder will work as an Administrator/Receptionist for the Physiotherapy Team within GTG, providing a high level of administrative support to the physiotherapists and their service users. 

The working hours are 22.5 hours per week (Monday-Friday, 8am to 12.30pm).  Expected start date - February 2027.

• Organise all recruitment including creating and submitting adverts, creating and issuing contracts and job descriptions, and completing all relevant paperwork and processes for new employee set-up. This also includes Locums, Student placements and Work Experience. 
• Provide assistance with caseload management for the Physiotherapists.  
• Provide monthly KPI information, from the in-house computer system, for the Head of Operations. 
• Monitoring charges for private patients.  
• Management and updates of the clinical diaries. 
• Provide administrative support to the Physiotherapy and Management Team. 
• Book/amend appointments, managing clinic lists and processing outcomes from appointments.  
• Process referrals to the Physiotherapy service.  
• Greet and check in patients on arrival. 
• Create treatment records, paper or electronic.  Filing of notes appropriately, current or discharged, ensuring effective patient record storage  
• Organise transport with the Porters, Voluntary Car Service and St John’s Ambulance when required. 
• Operate the office telephone, screening all incoming calls and transferring as appropriate.  Take messages appropriately. 
• Liaise with professionals involved, both external and internal to the organisation. 
• Organise meetings and company events. 
• Book off-island courses and travel arrangements for the Physiotherapists if required. 
• Report and record maintenance issues to the Estates Department.  
• Liaise with non-professional persons involved in patient care as appropriate.  
• Deal with incoming and outgoing post and e-mails and distribute appropriately.  Arrange recorded delivery and courier items as required. 
• Collect and collate statistical data in accordance with GTG procedures. 
• Organising and storing non-clinical paperwork, documents and computer-based information. 
• Photocopying, scanning and printing. 
• Prepare letters, reports and emails. 
• Attend mandatory training such as fire, infection control, manual handling and basic life support, if required, on a regular basis. 
• Monitor and re-order stock levels and equipment needs as required, including stationery. 
• Maintain cleanliness and tidiness of working environment, including ensuring notice boards are tidy and up to date. 
• Participate in GTG’s personal appraisal programme. 
• Participate in induction (including buddy system) and training of new staff when required. 
• Organise and prioritise own workload, using effective time management skills responding flexibly to changing priorities. 
• Maintain a professional level of communication at all times to anyone you come into contact with, within your role. 
• Maintain confidentiality at all times. 
• Update and maintain GTG PPS system. 
• The post holder will, at all times, be aware and adhere to any policies, procedures and regulations issued by Guernsey Therapy Group, and HSC where appropriate.   

• Good general education. 
• Good IT Skills, especially in the use of all MS Office applications. 
• Higher education training/qualifications within administration.
• Experience in dealing with the public. 
• Experience in following company processes and systems.
• Experience of working in a clinical setting. 
• Experience in secretarial roles, including audio typing.  

• 5 weeks holiday per year, with the addition of long service recognition
• Maternity/Paternity leave
• Company social events
• Yearly uniform allowance
• Pension Scheme
• Out of Town location and on site parking