Job summary
Building on a successful service for diabetic patients in the Torbay and South Devon area, the Department of Podiatry and Foot Health are looking to recruit a permanent (30 hours per week) Senior Podiatry Admin Officer.
We are looking for an organized and flexible admin officer to provide administrative support for the podiatry and orthotic department both within the Podiatry Access Hub and at various South Devon-wide locations.
Main duties of the job
- To ensure that patients on the home visit waiting list are managed according to protocol and receive their appointment at the appropriate time.
- To manage pending lists for follow up ensuring all patients are booked to target and moved on and off pending lists in accordance with their needs.
- To set up rotas for home visits and The Devon Foot People, making adjustments to these rotas as required by demand and capacity.
- To escalate capacity issues to relevant managers
- To undertake the banking of money for The Devon Foot People, ensuring accurate records are maintained.
- To handle routine and non routine enquires in an efficient manner and ensure appropriate follow through using initiative to deal with all enquiries either verbally or in writing
- Clinical letters are audio typed within local targets.
- To register patients on the IHCS/Systmone in accordance with Trust Policy
- Ensure all necessary records are available and prepared appropriately
- To ensure the systems of managing appointments for patients who have failed to attend (DNAs) are in accordance with the DNA policy.
- To book patient appointments in line with the Trust Patient Access Policy and local guidelines.
- To use the IHCS and Systmone booking systems and other Trust systems appropriately.
- Dealing with patients and parents/carers who may have significant medical problems
- To take responsibility for the podiatry generic email accounts and ensure that requests are follow up
About us
The podiatry department work from 11 locations across Torbay and South Devon Area.
We are a forward thinking department who have patient care as our top priority.
The Department is focused on providing the highest standard of care to our patients and using innovation to improve care, such as the use of VR headsets in nail surgery and development of the diabetic foot app.
We are innovative, dedicated friendly team who undertake regular supervision sessions and are keen to support people to reach their full potential.
Job description
Job responsibilities
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
Job description
Job responsibilities
Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.
Person Specification
Application
Essential
- NVQ Level 3 in customer services or equivalent qualification/experience
- Advanced level of keyboard skills
- Computer Literate with considerable experience of Word, Excel and Outlook
- Good standard of literacy and numeracy
- Experience of planning and managing rotas
- Pleasant and sympathetic telephone manner
- Good organizational and interpersonal skills
- Good Time management
- Ability to work independently and as part of a team
- Ability to work under pressure
- Reliable and motivated
- Experience of dealing with patients, their relatives/carers and members of the public in a pressurized environment
- Management of pending lists with ability to prioritize patients and act on own judgement
- Ability to triage referrals
- Ability to pass on knowledge effectively to train and supervise new members of the team
- Able to work within given timelines and meet targets
- Substantial proven experience working in an office undertaking multiple administrative tasks
- High degree of sensitivity required when dealing with patients who may be anxious, bereaved or confused
- To work under pressure when needing to cancel clinics at short notice and experiencing frequent interruptions
- Ability to cope with a varied and busy workload, plan effectively with good organisational skills
- Ability to remain focussed and calm in an 'open plan' office environment
Desirable
- European Computer Driving Licence
- Knowledge of departmental and Trust policies, procedures and guidelines
- Ability to cope with a varied workload
- Knowledge of NHS appointment systems
- Working knowledge of IHCS/Systmone patient administration systems
- Experience working within a customer service environment
- Passionate about working to a high standard of accuracy
- Car driver with clean license and access to a vehicle
Person Specification
Application
Essential
- NVQ Level 3 in customer services or equivalent qualification/experience
- Advanced level of keyboard skills
- Computer Literate with considerable experience of Word, Excel and Outlook
- Good standard of literacy and numeracy
- Experience of planning and managing rotas
- Pleasant and sympathetic telephone manner
- Good organizational and interpersonal skills
- Good Time management
- Ability to work independently and as part of a team
- Ability to work under pressure
- Reliable and motivated
- Experience of dealing with patients, their relatives/carers and members of the public in a pressurized environment
- Management of pending lists with ability to prioritize patients and act on own judgement
- Ability to triage referrals
- Ability to pass on knowledge effectively to train and supervise new members of the team
- Able to work within given timelines and meet targets
- Substantial proven experience working in an office undertaking multiple administrative tasks
- High degree of sensitivity required when dealing with patients who may be anxious, bereaved or confused
- To work under pressure when needing to cancel clinics at short notice and experiencing frequent interruptions
- Ability to cope with a varied and busy workload, plan effectively with good organisational skills
- Ability to remain focussed and calm in an 'open plan' office environment
Desirable
- European Computer Driving Licence
- Knowledge of departmental and Trust policies, procedures and guidelines
- Ability to cope with a varied workload
- Knowledge of NHS appointment systems
- Working knowledge of IHCS/Systmone patient administration systems
- Experience working within a customer service environment
- Passionate about working to a high standard of accuracy
- Car driver with clean license and access to a vehicle
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.
