Specialist Service Administrator – Podiatry

Job description

Job responsibilities

Main Duties and Responsibilities

You will play a key role in providing comprehensive administrative support to the Harrow Podiatry Service and, when required, to other specialist services across Brent and Harrow. This is a varied role that combines patient-facing responsibilities with behind-the-scenes coordination to ensure the service runs smoothly and efficiently.

Patient & Team Communication

A central part of your work will be patient and team communication. You will act as the first point of contact for patients, handling queries and concerns with professionalism and courtesy, and escalating issues to senior staff when necessary.

Youll help maintain clear and timely communication between the Podiatry teams, CSU, MDT, and external visitors, as well as arranging interpreters or patient transport when required. All communications will need to be recorded and documented accurately to support continuity of care.

Office Administration & Service Support

Your office administration duties will include organising team meetings, preparing agendas, taking minutes, and inviting speakers.

Youll maintain efficient electronic filing systems, support local inductions for new staff, and prepare general correspondence. Managing incoming thank-you letters and patient feedback will also form part of your role, alongside creating weekly red patient folders and overseeing referral processes, including registering patients on EMIS. You may also assist with complaints handling and liaise with PALS when appropriate.

Procurement & Equipment Management

Youll be responsible for ordering and maintaining uniforms, stationery, and equipment for both clinical and non-clinical teams. This includes supporting mobile phone ordering and troubleshooting, managing stock rooms to ensure deliveries are unpacked and stored correctly, and ordering ad-hoc medical supplies for patients.

Youll make sure staff have the tools they need to work safely and effectively, from laptops and bags to clinical instruments.

Data, Records & Information Management

In terms of data and records, youll maintain high-quality patient records and update clinical systems regularly. Youll keep accurate staff meeting records, update waiting time portals and service trackers, and archive patient records when required. You may also be asked to set up, review, and adjust Excel spreadsheets to support service data and KPIs, working closely with the Podiatry Service Lead to use data in achieving key performance and quality indicators.

Finally, flexibility is key. Youll provide cover for other administrators during annual leave or sickness, and may be asked to cover reception at Honeypot Lane Health Centre or other local sites. While the service primarily operates Monday to Friday, occasional weekend working may be offered depending on demand.

Ready to apply?

If you are organised, compassionate, and thrive in a varied administrative role, wed love to hear from you.

Apply now and help us deliver outstanding podiatry services to our Brent & Harrow communities.

This post will close once sufficient numbers of applications have been received. Interviews will be in-person only - virtual interviews will not be offered.

Please refer to Job description and Person Specification for outline of skills, knowledge and experience required.

Person Specification

Education/Qualification

Essential

• Similar experience of working withinan office administration role or reception role

Desirable

• Educates to NVQ3 in Administration or equivalent combination of NVQ2 Administration

Experience

Essential

• Previous experience as an administrator
• Experience dealing with enquiries from the public, staff and partner organisations
• Experience in managing and maintaining databases and filing systems, maintaining stationary/stock levels
• Experience or prioritizing workload to meet conflicting demands
• Experience of utilising scanner, printer and photocopier

Desirable

• Experience of organising local meetings
• Experience of working in the NHS/Public sector
• Experience of dealing with the public both face to face and via telephone

Skills and knowledge

Essential

• Competent in the use of Microsoft applications
• Ability to meet the required IT skills for the post
• Customer service skills
• Good organisation and administrative skills and the ability to use office systems effectively

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.

Employer details

Employer name

Central London Community Health Trust

Address

Alexandra Venue

275 Alexandra Avenue

Harrow

HA2 9DX

Employer's website

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