Administrator - Podiatry Department - Adult Community Services inGuildford inGuildford PUBLISHED 9 MAY 2024

Job summary


JOB PURPOSE


To provide comprehensive administrative support to the podiatry service, which will include patient appointment management and general service administration. You will need to priorities and organise your own work. The post is based at Jarvis Centre Guildford and you may be required to work some of your time at Milford hospital in the main referral Centre. The Post Holder will take a lead role in ensuring high quality well run administrative processes are in place working with both the Admin Team lead and the Clinical Team Lead.

Main duties of the job


KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

• Plans and manages own work load on a daily basis
• Ensures an accessible and facilitates a responsive service for podiatry patients and referrers to Adult Community Services
• Acts as the first point of contact for patients and referrers, responsible for managing telephone calls and emails, dealing with all enquiries, maintains detailed messages on electronic system and escalates to clinical staff as required
• Displays courteous, efficient and robust lines of communication between patients, community staff and other clinicians / external stakeholders e.g. community hospitals, voluntary sector, GP practices, hospitals, hospice,
• Prepares and maintains meeting agenda's and minutes, letters, interview packs
• Arrange meetings, venues as requested, invites attendees, prepares and stores signing in sheets
• Manages and distributes incoming and outgoing post / mail
• Disseminates service information to staff across the relevant team / designated area as requested using various means of communication: telephone, letter, e-mail, face to face meeting.

About us

Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.

We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC.

Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.


Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.


A video about the Royal Surrey - www.jobsincare.com/job/jLM1P4M4E description

Job responsibilities

We are part of the community branch of Royal Surrey County Hospital NHS Trust. This posted is based at the Jarvis center, Guildford. The department has five clinical sites within Guildford and Waverly.

We are a friendly and dynamic team made up of Podiatrist, podiatry Assistance and administration team. The entire team work together to improve the health of our local populations.


Role Responsibilities

• 
  To deal directly with administrative issues such as appointment bookings, Podiatry diary management and assisting in the smooth running of the department.
  
• 
  To assist the clinical team in administrative issues.
  
• 
  To take phone calls in the department and deal with arising issues swiftly and calmly.
  
• 
  To assist the administrative lead in keeping the EMIS electronic records system in good standing and ensuring all folders are correctly organised within the platform.
  
• 
  To take meeting minutes when required.
  

What we need from you:

• Good manner with people and ability to work with patients and colleagues alike.
• Ability to work calmly under pressure and deal with issues arising in a timely and effective manner.
• Ability to multi-task and mentally process several concurrent tasks at once.
• Ability to take notes and record conversations with patients in a legible manner.
• IT literate with basic skills in all Microsoft Office programmes.
  • Good telephone manner and confidence when dealing with difficult conversations

For further information, please refer to the attached Job Description.

Job description
Job responsibilities

We are part of the community branch of Royal Surrey County Hospital NHS Trust. This posted is based at the Jarvis center, Guildford. The department has five clinical sites within Guildford and Waverly.

We are a friendly and dynamic team made up of Podiatrist, podiatry Assistance and administration team. The entire team work together to improve the health of our local populations.


Role Responsibilities

• 
  To deal directly with administrative issues such as appointment bookings, Podiatry diary management and assisting in the smooth running of the department.
  
• 
  To assist the clinical team in administrative issues.
  
• 
  To take phone calls in the department and deal with arising issues swiftly and calmly.
  
• 
  To assist the administrative lead in keeping the EMIS electronic records system in good standing and ensuring all folders are correctly organised within the platform.
  
• 
  To take meeting minutes when required.
  

What we need from you:

• Good manner with people and ability to work with patients and colleagues alike.
• Ability to work calmly under pressure and deal with issues arising in a timely and effective manner.
• Ability to multi-task and mentally process several concurrent tasks at once.
• Ability to take notes and record conversations with patients in a legible manner.
• IT literate with basic skills in all Microsoft Office programmes.
  • Good telephone manner and confidence when dealing with difficult conversations

For further information, please refer to the attached Job Description.

Person Specification

Qualifications

Essential

• Good standard of education up to GCSE level or equivalent
• Good level of IT skills, including use of Microsoft Office packages and good understanding of computer data processing

Knowledge

Essential

• Experience of Spreadsheet, database, emails
• Experience of using the internet
• Previous experience of working within an office environment
• Good level of competency in word processing and data entry
• Good working knowledge of administrative practice
• Able to concentrate for set periods of time on set tasks
• Has good time management skills
• Good presentation skills both verbal & written

Desirable

• Previous experience of working within the healthcare sector

Person Specification
Qualifications

Essential

• Good standard of education up to GCSE level or equivalent
• Good level of IT skills, including use of Microsoft Office packages and good understanding of computer data processing

Knowledge

Essential

• Experience of Spreadsheet, database, emails
• Experience of using the internet
• Previous experience of working within an office environment
• Good level of competency in word processing and data entry
• Good working knowledge of administrative practice
• Able to concentrate for set periods of time on set tasks
• Has good time management skills
• Good presentation skills both verbal & written

Desirable

• Previous experience of working within the healthcare sector

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

Royal Surrey NHS Foundation Trust
Address

Guildford & Waverley

Jarvis Centre

Guildford

GU1 1LJ

Employer's website