Job summary To administer orthotic service delivery ensuring that our customers experience a patient focused service, which is both efficient and cost-effective. The post-holder has a significant input to patient care and has a high level of face to face contact with our service users. Main duties of the job The post-holder will be required to provide administrative cover at any site within Cwm Taf Morgannwg UHB where orthotic services are provided for instances of absence. To provide a first point of contact for visitors to the orthotic services department. Administers the waiting list and appointment diary for the orthotic service at their base hospital (case load in excess of 1500). Is responsible for all clerical activity within the surgical appliance office at their base hospital. Is an authorised signatory for orders under £1500, placed for orthoses supplied by the Health Board's contracted orthotic supplier. Is a requisitioning officer for orders placed from non-contract suppliers, via the oracle system. Processes orders and invoices Provides stock control for a store of appliances held within the department with an estimated value of £2000. About us Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf. We live by our core values: We listen, learn and improve We treat everyone with respect We all work together as one team We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve. Date posted 16 April 2025 Pay scheme Agenda for change Band Band 3 Salary £24,433 to £26,060 a year per annum Contract Permanent Working pattern Full-time Reference number 110-AC045-0425 Job locations Royal Glamorgan Hospital Ynysmaerdy Llantrisant CF72 8XR Job description Job responsibilities To provide a first point of contact for visitors to the orthotic services department. This requires the post-holder to have excellent inter-personal and customer service skills in order to over-come communication difficulties which may arise. To be responsible for responding to patient enquiries, both face-to-face and by telephone, in a sensitive, tactful manner. This includes a requirement to accept ownership of the enquiry until it is resolved or passed to the person responsible for it resolution. To maintain communication with patients and their carers, in order to arrange planned review appointments and invite recall appointments following broken appointments. To provide routine information to patients, regarding their appointment and entitlements, using tact to overcome barriers to understanding in order to ensure effective communication. To receive and process confidential information, in accordance with policy. Able to apply tact and understanding in communication with patients and staff. To maintain effective communication with the contracted orthotic supplier(s) in order to resolve issues arising from incorrectly presented invoices. To communicate financial and statistical data to the Orthotic Services Section Manager, on a monthly basis. To open & scrutinise incoming referrals in order to identify whether the referral is within the referral protocols for the orthotic service. To scrutinise incoming referrals in order to determine whether the referral should be passed to a Biomechanics Specialist Podiatrist for their opinion. To be responsible for monitoring the performance of the orthotic contractor against specific service criteria and communicating this information to the department manager. To administer the departments waiting list in accordance policy, giving due regard to individual priorities To arrange patient appointments for initial assessment, fitting, issue and review of patient appliances. This will include a responsibility to identify the required appointment interval from the patients case notes and to liaise with the contracted orthotic company to ensure the timely issue of delivered goods. To manage the appointments diary for the orthotist in order to maintain optimal activity levels and ensure the rapid issue of orthoses. To arrange ambulance transport, for those patients who require it, using appropriate criteria to assess need. To arrange the repair or repeat prescription of patient appliances. This requires that the post-holder liaises closely with both the patient and the orthotist to ensure appropriate action is taken in a timely manner. To be responsible for the filing and retrieval of patient records, in time for clinic attendance To assists in the preparation of patients prior to consultation, including assisting in the removal and replacement of clothing where necessary. Be able to manage stock and its distribution. Will require advanced keyboard skills for typing duties. To be accountable for the accuracy of confidential patient data entered/edited by the post-holder on the departments electronic administration system (OPAS). To ensure that the orthoses ordered for individual patients are available in clinic, ready for issue and clearly labelled, in time for the patients appointment. To act as Chaperone, during consultations between the orthotist and a patient, where requested by either party. To be responsible for the timely requisition and receipt of items requested by clinicians from non-contracted suppliers, (subject to the approval chain) via the ORACLE system. This will include ordering items requested by the Biomechanics Specialist Podiatrists for use in their clinics. To be responsible for authorising and receiving orders placed with the contracted orthotic supplier, to a maximum value of £1500 per order. To be responsible for the receipt & despatch of goods to and from suppliers, ensuring the trace-ability of goods from receipt to disposal. This includes a responsibility to identify the patient for whom the goods were ordered and arrange a suitable appointment for their fitting and subsequent supply. To be responsible for administering departmental stock control procedures for the stock of appliances which are held in the department for immediate issue to patients. To track orders for appliances through the procurement and manufacturing system, liaising closely with procurement department, suppliers and finance department to ensure the timely completion of each order. To be responsible for the maintenance of financial records; in order to provide an audit trail for the receipt, scrutiny, payment authorisation and dispute resolution of invoices presented by orthotic suppliers. To analyse each orders administrative history, in order to assess the validity of presented invoices. To maintain effective communication with the finance dept in order to ensure payment of all correctly presented invoices within 30 days of receipt. To accept delivery of goods ordered, recording receipt and dispatch of goods, to provide an audit trail and permit the payment of subsequent invoices. Provide cover for other members of staff in the service during period of absence at other hospital sites in Cwm Taf Morgannwg UHB. during periods of staff absence. To be accountable for the quality of their own administrative work. May be required to supervise band 2 staff Job description Job responsibilities To provide a first point of contact for visitors to the orthotic services department. This requires the post-holder to have excellent inter-personal and customer service skills in order to over-come communication difficulties which may arise. To be responsible for responding to patient enquiries, both face-to-face and by telephone, in a sensitive, tactful manner. This includes a requirement to accept ownership of the enquiry until it is resolved or passed to the person responsible for it resolution. To maintain communication with patients and their carers, in order to arrange planned review appointments and invite recall appointments following broken appointments. To provide routine information to patients, regarding their appointment and entitlements, using tact to overcome barriers to understanding in order to ensure effective communication. To receive and process confidential information, in accordance with policy. Able to apply tact and understanding in communication with patients and staff. To maintain effective communication with the contracted orthotic supplier(s) in order to resolve issues arising from incorrectly presented invoices. To communicate financial and statistical data to the Orthotic Services Section Manager, on a monthly basis. To open & scrutinise incoming referrals in order to identify whether the referral is within the referral protocols for the orthotic service. To scrutinise incoming referrals in order to determine whether the referral should be passed to a Biomechanics Specialist Podiatrist for their opinion. To be responsible for monitoring the performance of the orthotic contractor against specific service criteria and communicating this information to the department manager. To administer the departments waiting list in accordance policy, giving due regard to individual priorities To arrange patient appointments for initial assessment, fitting, issue and review of patient appliances. This will include a responsibility to identify the required appointment interval from the patients case notes and to liaise with the contracted orthotic company to ensure the timely issue of delivered goods. To manage the appointments diary for the orthotist in order to maintain optimal activity levels and ensure the rapid issue of orthoses. To arrange ambulance transport, for those patients who require it, using appropriate criteria to assess need. To arrange the repair or repeat prescription of patient appliances. This requires that the post-holder liaises closely with both the patient and the orthotist to ensure appropriate action is taken in a timely manner. To be responsible for the filing and retrieval of patient records, in time for clinic attendance To assists in the preparation of patients prior to consultation, including assisting in the removal and replacement of clothing where necessary. Be able to manage stock and its distribution. Will require advanced keyboard skills for typing duties. To be accountable for the accuracy of confidential patient data entered/edited by the post-holder on the departments electronic administration system (OPAS). To ensure that the orthoses ordered for individual patients are available in clinic, ready for issue and clearly labelled, in time for the patients appointment. To act as Chaperone, during consultations between the orthotist and a patient, where requested by either party. To be responsible for the timely requisition and receipt of items requested by clinicians from non-contracted suppliers, (subject to the approval chain) via the ORACLE system. This will include ordering items requested by the Biomechanics Specialist Podiatrists for use in their clinics. To be responsible for authorising and receiving orders placed with the contracted orthotic supplier, to a maximum value of £1500 per order. To be responsible for the receipt & despatch of goods to and from suppliers, ensuring the trace-ability of goods from receipt to disposal. This includes a responsibility to identify the patient for whom the goods were ordered and arrange a suitable appointment for their fitting and subsequent supply. To be responsible for administering departmental stock control procedures for the stock of appliances which are held in the department for immediate issue to patients. To track orders for appliances through the procurement and manufacturing system, liaising closely with procurement department, suppliers and finance department to ensure the timely completion of each order. To be responsible for the maintenance of financial records; in order to provide an audit trail for the receipt, scrutiny, payment authorisation and dispute resolution of invoices presented by orthotic suppliers. To analyse each orders administrative history, in order to assess the validity of presented invoices. To maintain effective communication with the finance dept in order to ensure payment of all correctly presented invoices within 30 days of receipt. To accept delivery of goods ordered, recording receipt and dispatch of goods, to provide an audit trail and permit the payment of subsequent invoices. Provide cover for other members of staff in the service during period of absence at other hospital sites in Cwm Taf Morgannwg UHB. during periods of staff absence. To be accountable for the quality of their own administrative work. May be required to supervise band 2 staff Person Specification Knowledge Essential GCSE to include English Language and Maths NVQ level 3 or equivalent in relevant subject Desirable IT literate Knowledge of WPAS Experience Essential Experience of working with patients or customers Desirable Experience of working in healthcare at band 2 and above Person Specification Knowledge Essential GCSE to include English Language and Maths NVQ level 3 or equivalent in relevant subject Desirable IT literate Knowledge of WPAS Experience Essential Experience of working with patients or customers Desirable Experience of working in healthcare at band 2 and above 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). Additional information 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 Cwm Taf Morgannwg University Health Board Address Royal Glamorgan Hospital Ynysmaerdy Llantrisant CF72 8XR Employer's website https://joinctm.wales/ (Opens in a new tab)