Administrator: Orthotics and Prosthetics

Job description

Job responsibilities

Knowledge, Training, Experience And Skills Required

• Previous NHS experience
• Evidence of educational achievements or recent experience
• GCSE English requirement
• At least 3 years experience in an administrative role
• Proficiency in computer packages
• Experience of working within a pressurised environment
• Experience of working within a team and able to work with people at all levels
• Self-motivated and able to work unsupervised, and on own initiative
• Reliable
• Projection of a professional, responsible image via manners and telephone skills.
• Willingness to undertake further training and development
• Awareness of trust and government waiting targets
• Good organisational skills
• To be able to work constructively with all members of the multidisciplinary team to ensure a smooth service is provided.
• Ability to prioritise tasks
• Ability to manage phone calls with patients and carers who may sometimes be verbally aggressive and challenging.
• To ensure all tasks are carried out accurately and mistakes are avoided.

Main Duties & Responsibilities Of The Post

Liaise with patients, referrers and other healthcare professionals making and taking phone calls to book and change patients appointments.

Undertake all the administration required for patient appointments; booking on the system and scanning documentation.

To use and maintain records for all patients within the BEST computer system, ensuring appropriate alerts and communications are recorded.

To plan and coordinate the monthly clinical rotas for Orthotics & Prosthetics, ensuring sufficient cover for all BCE clinical activity, wards, schools and other remote clinics.

To schedule all clinics onto the BEST computer system

Coordinate the management of the waiting lists, which includes adding patients to the waiting list, scheduling appointments and liaising with the relevant clinical staff to ensure achievement of RTT targets.

To ensure all clinics are fully utilised and to escalate capacity issues to the appropriate manager.

To act as the first point of contact for Band 2 administrators providing guidance to resolve issues and supporting with training and mentoring new members of staff.

To raise work orders on the BEST system for required clinical pathways (Wigs).

Book patients within trust and government waiting targets liaising with the managers with any concerns or problems.

To attend monthly meetings and huddles with the clinical teams, proactively and constructively raising challenges and successes for the admin team and seeking resolutions.

Liaise with professional and clinical staff within the service to discuss queries and action as required.

Respond to enquiries by telephone, email or visitors to the service. Offer information when requested and, where possible and appropriate, take action to respond to queries directly.

Undertake general office and clerical tasks as required.

Cross cover the other administrative staff as required for any periods of sickness and annual leave, and provide support to Band 2 administrators deputising for team leader when unavailable.

Support the implementation of projects and initiatives as identified by the team leader and Performance & Operations Manager

Undertake other duties as necessary to support the smooth running of the service and as dictated by the team leader.

To produce documents using appropriate IT packages; which may include the composition of letters, data reports, meeting minutes and agendas.

To be the first point of contact and for all telephone calls, enquiries and personal callers to the department. Such contacts may include patients, carers, relatives, members of the public, NHS internal and external staff, social services and other external agencies.

Person Specification

education and expereince

Essential

• Evidence of educational achievements and relevant experience
• At least 3 years' experience in an administrative role
• Excellent communication and interpersonal skills, confident and articulate telephone manner.
• Experience of working within a team and able to work with people at all levels
• Understanding of waiting list management
• Organisational skills including meticulous attention to detail, managing and prioritising own workload and working to tight deadlines
• Experience working within a pressurised environment

Desirable

• NHS experience
• An understanding of confidentiality
• Understanding of waiting list management

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

North Bristol NHS Trust

Address

Bristol Centre for Enablement

Jupiter Road

Bristol

BS34 5BW

Employer's website

https://www.nbt.nhs.uk (Opens in a new tab)