Job summary
The Podiatry Service in
Worcestershire requires a skilled and well-motivated administrative assistant
to work alongside our established team.
The successful
applicant will work alongside other admin staff and will be supported by peers within the
other podiatry teams across Worcestershire. The team covers Wyre Forest , Tenbury and Bromsgrove and you would be based at Kidderminster
Health Centre and will provide administrative support to the wider clinical
team.
We require an
individual who is self-driven, reliable, and who also works well within a team
and communicates effectively and acts as a role model to colleagues, seeking to
maintain the highest standards of professionalism.
You will be supported
in this post with Trust and local service induction, as well as with guidance
and supervision from our existing team and wider community podiatry teams
across the county.
Interviews will be held on 16 December 2024.
Main duties of the job
A
typical day will involve collecting and processing incoming and outgoing emails;
responding to emails in a timely manner enabling the efficient processing of
referrals to the team ; answering the phone to patients, carers and colleagues;
processing referrals; creating appointments for the clinical team and arranging
home visits; ordering and maintaining supplies, and general administrative
duties. You will liaise closely with the podiatry team lead and assist in the
management of staff rotas ensuring the day to day running of the service.
As the
lead admin for the team you will provide day-to -day supervision of the other
admin staff and assist with the recruitment process for the service.
You
will be able to manage and prioritise your own workload effectively. You will
need to support the wider team by providing secretarial support to team
meetings including the preparation and distribution of agenda and papers and
take comprehensive minutes from meetings. You will also co-ordinate the annual
appraisal process/ meetings for staff within the service.
You
will work independently under the guidance of the podiatry team lead and form
close links with the wider admin staff across the community podiatry teams.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust,
we are working together to deliver outstanding care. We run community hospitals
and community health services across Worcestershire and provide mental health
and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of
all ages, experiencing both physical and/or mental health conditions from over
100 sites.
We will support you to thrive; offer flexible
working options for a great work-life balance, help you fulfil your ambitions,
and empower you to make positive changes within your team or service. We value
diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer;
-
27 days leave plus bank holidays, increasing up to
33 days with long service
-
Generous NHS pension and enhanced pay when you work
unsocial hours
-
Flexible and agile working opportunities
-
Great maternity, paternity, and adoption support
-
Wide range of supportive staff networks
-
Health and wellbeing opportunities
If you would like to know more, please visit our
website.
Sharing
your data - As a data controller we may sometimes need to process your data to
pursue our legitimate business interests, for example to request a survey from
you (optional), to support the Trusts understanding of where you gained
interest in working for the Trust.
Job description
Job responsibilities
In this role, you
will:
- Undertake
administrative duties specific to the role eg typing standard keyboard skills
required, data inputting, filing, scanning, referral processing, creating appointments to clinicians diaries and home
visits.
- Process and add new
patient referrals on the electronic
patient record system in a timely manner.
- Answer and deal with
telephone enquiries in a professional manner seeking guidance as required,
recording details accurately and forwarding to the relevant member of the team
in a timely manner.
- Process incoming and
outgoing mail.
- Prepare for and
attend appraisal meetings and participate in any relevant training programmes
required by the Trust.
- Coordinate the
appraisal process for the department.
- Provide a secretarial
service to team/department meetings including the preparation and distribution
of agendas and papers.
- Arrange, confirm
appointments and meetings, making appropriate arrangements e.g. hospitality,
booking venues, equipment etc.
- Manage and prioritise
own workload effectively.
- Resolve conflicting
diary appointments and schedules.
- Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
- Liaise and interact
with service users, as and when required.
- Day-to-day
supervision of admin support staff.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Job description
Job responsibilities
In this role, you
will:
- Undertake
administrative duties specific to the role eg typing standard keyboard skills
required, data inputting, filing, scanning, referral processing, creating appointments to clinicians diaries and home
visits.
- Process and add new
patient referrals on the electronic
patient record system in a timely manner.
- Answer and deal with
telephone enquiries in a professional manner seeking guidance as required,
recording details accurately and forwarding to the relevant member of the team
in a timely manner.
- Process incoming and
outgoing mail.
- Prepare for and
attend appraisal meetings and participate in any relevant training programmes
required by the Trust.
- Coordinate the
appraisal process for the department.
- Provide a secretarial
service to team/department meetings including the preparation and distribution
of agendas and papers.
- Arrange, confirm
appointments and meetings, making appropriate arrangements e.g. hospitality,
booking venues, equipment etc.
- Manage and prioritise
own workload effectively.
- Resolve conflicting
diary appointments and schedules.
- Communicate
information, some of which may be complicated, to colleagues/staff from other
departments/external contacts.
- Liaise and interact
with service users, as and when required.
- Day-to-day
supervision of admin support staff.
For full details of the duties and criteria
for the role please refer to the job description and person specification
attached.
Person Specification
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
- Minute taking experience
Knowledge
Essential
- Knowledge of a range of administrative and secretarial procedures and systems
- Detailed knowledge of Microsoft Office: Word/Excel/Outlook/ PowerPoint.
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Skills & Abilities
Essential
- Ability to challenge poor behaviour.
- Role modelling good behaviour.
- Ability to praise and be supportive to others.
- Able to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving
Qualifications
Essential
- Educated to vocational level 3 in Business Administration Or Educated to vocational level 2 with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Additional Criteria
Essential
- Willingness to commit to continuing professional development.
- Professional manner as a representative of the Trust
Person Specification
Experience
Essential
- Recent, relevant Administrative/Secretarial experience (usually demonstrated by a minimum of 2 years experience)
Desirable
- Previous relevant NHS experience
- Minute taking experience
Knowledge
Essential
- Knowledge of a range of administrative and secretarial procedures and systems
- Detailed knowledge of Microsoft Office: Word/Excel/Outlook/ PowerPoint.
- Understanding of the Data Protection Act and NHS Code of Confidentiality
Skills & Abilities
Essential
- Ability to challenge poor behaviour.
- Role modelling good behaviour.
- Ability to praise and be supportive to others.
- Able to deal with non-routine activities such as answering queries, progress chasing and task-related problem solving
Qualifications
Essential
- Educated to vocational level 3 in Business Administration Or Educated to vocational level 2 with considerable recent NHS administrative experience and will be expected to undertake the relevant level 3 qualification on appointment to post
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Additional Criteria
Essential
- Willingness to commit to continuing professional development.
- Professional manner as a representative of the Trust
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.
