Podiatric Surgery Service Administrator

An exciting opportunity has arisen for a Band 4 Service Administrator to join our Podiatric Surgery Service. You will be working closely with our podiatric surgeon and supported by the wider Foot Health team. We offer regular team meetings, protected learning time and regular supervision meetings. This is a fixed term post until the 31.03.2025 and requires both mid week and weekend working. These dates will be provided in advance.
The post holder will provide a comprehensive, high quality administrative and secretarial support service for the Podiatric Surgery Team, reporting directly to the Consultant Podiatric Surgeon. The post holder will take responsibility for a full range of administrative duties including diary management, all aspects of meetings administration, word processing of documents and the maintenance of stationery and office supplies.
To maintain complete confidentiality at all times and to represent the Service in an efficient and courteous manner whilst working in partnership with the Podiatric Surgery team to ensure referral pathways are followed, communicating with health and social care, statutory and voluntary organisations as required.
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
Widening access (anchor institution) and employability
Improving the experience of staff with disability
Improving the EDI literacy and confidence of trust staff through training and development
Making equalities mainstream
Key Result Areas & Performance:
To deal effectively with correspondence, telephone enquiries and queries from patients, staff, contractors and other members of the public.
To proactively explain to patients and referrers the outcomes of queries providing advice of a non-clinical nature as required.
Deal with sympathetically and try to resolve complaints from all users of the Podiatric Surgery Service using own initiative to deal with patient queries. To investigate and provide draft responses to all complaints as agreed by the Consultant Podiatric Surgeon/Deputy Head/Head of Podiatry.
Dealing with urgent matters appropriately, ensuring that Department procedures are followed in order to record/follow-up as necessary.
To triage and prioritise enquiries from patients ensuring that urgent requests are responded to appropriately.
To liaise on a regular basis with Consultants, AHPs and other health professionals.
To manage the incoming mail, paper and electronic, replying to correspondence where appropriate or referring onwards as necessary. To open, date stamp and distribute post.
Reception duties including monitoring patients & visitor attendance and checking in/out on iCare appropriately.
Responsibility for booking and rearranging of appointments for the Podiatric Surgery Service as required:
Arrange patient appointments including Hospital transport if applicable.
Ensure all clinics are full to capacity.
Action necessary changes to the clinical programme when notified of sickness/absence of clinical staff. To notify patients of cancelled clinics and ensure that these patients are rescheduled as soon as possible.
To send discharge letters to referrers/patients for patients who have not made contact to book an appointment.
Be proficient in the hospital ordering system i.e. Oracle. Receiving requests to order stock on behalf of Podiatric Surgery as required. These responsibilities will include:
Selecting correct item via SBS (using stock and non stock catalogue)
Source quotes and work with suppliers as required.
Ensuring correct financial codes are used.
Request credit notes on returned or faulty products.
Efficiently monitor and process delivery notes/invoices/quotes.
Query any discrepancies in prices agreed with companies and their representatives.
Check that the items listed on invoices conform to the items shown on the order. If incorrect contact company and problem solve.
Take receipt of products delivered to the department checking goods against delivery note, signing and dating delivery note and receipting accurately on SBS.
Monitor the progress of outstanding orders.
To promptly initiate action, following the patient’s attendance at clinic, including cashing up the clinic.
Maintain healthcare records including computerized systems and input clinical data and maintain local service databases routinely as per standard protocol. Understanding the discharge and storage of clinical records.
Assist in providing service user feedback forms and uploading these to an agreed location on local network
To maintain the electronic diary for the Podiatric Surgery team, scheduling of MS teams meetings, helping to coordinate training and participate in wider foot health meetings as required.
To carry out administrative duties within agreed time limits, identifying opportunities to streamline/improve work processes.
Word process correspondence including letters, memos and typing reports.
May be required to create meeting agendas and take accurate notes/minutes at team meetings.
To accurately type correspondence, reports, minutes etc for the Podiatric surgery team
Filing and photocopying, scan and attaching documents.
Organise and maintain databases of key contacts and distribution lists.
To be responsible for maintaining and updating office systems including filing systems ensuring information is accessible to all members of the team.
To implement any changes in order to meet service requirements. To regularly update the Consultant Podiatric Surgeon in respect of these changes.
To develop a good understanding of the working arrangements of the whole Podiatric Surgery service in order to use initiative appropriately in relaying information and identifying problems in service provision or changes to office systems.
Implement/establish systems to ensure the roll out of information from the department to all staff in various formats.
Have expertise in use of Microsoft office applications, Oracle and iCare (cerner).
To undertake appropriate training as determined/agreed with the Consultant Podiatric Surgeon to meet development needs as discussed at individual Personal Development Reviews.
Working as a team to provide cover for sickness and annual leave, as and when required.
To undertake any other duties that would be a reasonable expectation of the role.
To deal with a wide variety of enquiries, acting as a filter for all communication and personal contacts. Using judgement, tact and diplomacy to ensure that problems and issues are referred on to the appropriate lead as required.
To be aware of all Trust Policies, including Health and Safety, Fire and other statutory regulations and assist the Division in fulfilling its Health and Safety obligations.
To deal with telephone queries on behalf of the department and escalate urgent and/or confidential communications to the appropriate person in a timely manner.
Develop and maintain effective electronic and paper filing systems to ensure that information is kept securely and is accessible to all members of the team.
Induct new staff at lower bands and understand the key element of the role to support their induction and find I can induct new staff at lower bans and understand the key element of the role to support their induction and find ways to support the continued development of the team.
Knowledge, Training and Experience
Excellent typing skills.
Knowledge of office procedures.
Experience of working with software systems e.g Cerner, Microsoft office.
Ability to work in a timely manner, follow instructions and guidelines, to meet tight deadlines.
Excellent communication / telephone skills and dealing with people to maintain a high standard whilst
Maintaining a professional manner at all times.
Good understanding of confidentiality.
Team player, motivated and conscientious.
Ability to prioritise workload and to work to deadlines.
Workforce
To demonstrate duties to junior members of staff and new starters as required
To undertake all mandatory training as required for the role
To participate in the annual PDR review process
Financial
To take responsibility for the safe, effective and efficient use of Trust equipment
and supplies.
Partnerships , Communications and Relationships
Work closely with the Podiatric Surgery Team and Trust staff at all levels