Job summary We have an exciting opportunity for a Band 3 Podiatry Domiciliary clerk to support our Podiatry department. We are looking for an enthusiastic person to work as part of a friendly Podiatry team. The ideal candidate will manage patient appointments, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential. Main duties of the job You will be working as part of a dynamic team within the Lewisham Podiatry department. You will be an integral part of the Podiatry service, often providing first line contact with patients and clinicians alike. You will lead the general administration/clerical duties of the Podiatry Domiciliary service to ensure the smooth running of this service as required. Strong communication skills are essential, as well as the ability to work well with a team. You should possess excellent verbal and written communication skills together with previous experience of working within a similar environment. Previous NHS experience would be an advantage. Vacancy at Downham Health Centre Community Podiatry department. About us Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations: Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ and women, through improved recruitment and leadership development Widening access (anchor institution) and employability Improving the experience of staff with disability Improving the EDI literacy and confidence of trust staff through training and development Making equalities mainstream Date posted 13 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum plus HCAS Contract Permanent Working pattern Full-time Reference number 197-UT6449 Job locations University Hospital Lewisham Downham Health And Leisure Centre, 7-9 Moorside Road, BR1 5EP London SE13 6LH Job description Job responsibilities Job Purpose To be the lead administrator to the Foot Health Services Home visiting team. To provide a professional, customer centred service to patient accessing Foot health department. Manage patient appointments, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential. To deputise for the Foot Health service administrator. Key Result Areas & performance 1. Reception Area First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner. To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times. To register patient details on RiO ensuring a high level of data accuracy. To add referrals and discharge on RiOas required. To deal with written and telephone enquiries for the department as appropriate. To book follow up appointments as required To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments. Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries. Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites. Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires. Attend additional training as required and assist new staff with training. On occasion to manage potentially aggressive, verbally abusive visitors to the department which must be dealt with appropriately following agreed procedures and protocol. To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries. To direct commercial and other visitors to the right department ensuring that the relevant people are notified. To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures. Manage tidiness and appearance of reception/office. To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the podiatry directly to arrange where/whenthe patient needs to be booked. To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers. Get the Family and Friends Test completed. 2. Ordering, Receiving and Despatching Goods Order all stock for services within site as relevant. Maintain skills in ordering on SBS system. To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection. To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department. 3. General Administration/Clerical To manage generic mailbox for domiciliary service throughout the day To take messages ensuring complete confidentiality in accordance with Trust policy. General filing duties as required. Accurate data entry. Ensure all notice boards are up to date and tidy in consultation with Podiatry Leads. Provide cover for the above duties across all sites as required. To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required. Maintain confidentiality at all times. To book translators when requested by clinicians ensuring they are given a relevant code for the service. To be aware of existing processes and offer suggestions for improving services. Take minutes as required. Any adhoc typing required, i.e. letters etc. Ensure all Mandatory training is undertaken in a timely manner. Any other equivalent duties consistent with the level and purpose of the post. Department Specific To organise domiciliary caseloads in Podiatrist absence/vacancies To record temperature of COSHH cupboard daily Responsible for helping ensure all foot health staff sign in and out items such as laptops, cameras. Responsible for the designation of foot health departments pool cars. Ensuring new staff and agency are registered for use and are aware of the guidelines on usage of pool car. Responsible for supporting maintenance of pool cars with lease company and arranging monthly valet. Provide appropriate domiciliary bookings using area location codes in turn reducing unnecessary travel and expense. Responsible for maintaining interactive worksheet (database) of all home visiting patients (including nursing/residential care homes) ensuring risk categories and review dates are appropriately inputted to ensure patients receive appropriate treatment and follow up appointments. To escalate to relevant line manager / Deputy Head of service capacity and waiting list issues that require urgent action. Partnerships: Internal: External Service Administrator Podiatrists Deputy Head / Head of Podiatry District Nursing Secretaries Multi-disciplinary Teams Medical Staff Nursing Staff Medical Staff Allied Health Professionals General Managers Service Managers Medical Secretaries Bereavement office Medical Records Pharmacy Security Patients / Carers Social Services GPs Care Homes Other NHS Trusts Care agencies Job description Job responsibilities Job Purpose To be the lead administrator to the Foot Health Services Home visiting team. To provide a professional, customer centred service to patient accessing Foot health department. Manage patient appointments, handle administrative tasks, and ensure smooth communication within the team and with patients. Strong organisational skills and communication are essential. To deputise for the Foot Health service administrator. Key Result Areas & performance 1. Reception Area First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner. To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times. To register patient details on RiO ensuring a high level of data accuracy. To add referrals and discharge on RiOas required. To deal with written and telephone enquiries for the department as appropriate. To book follow up appointments as required To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments. Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries. Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites. Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires. Attend additional training as required and assist new staff with training. On occasion to manage potentially aggressive, verbally abusive visitors to the department which must be dealt with appropriately following agreed procedures and protocol. To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries. To direct commercial and other visitors to the right department ensuring that the relevant people are notified. To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures. Manage tidiness and appearance of reception/office. To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the podiatry directly to arrange where/whenthe patient needs to be booked. To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers. Get the Family and Friends Test completed. 2. Ordering, Receiving and Despatching Goods Order all stock for services within site as relevant. Maintain skills in ordering on SBS system. To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection. To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department. 3. General Administration/Clerical To manage generic mailbox for domiciliary service throughout the day To take messages ensuring complete confidentiality in accordance with Trust policy. General filing duties as required. Accurate data entry. Ensure all notice boards are up to date and tidy in consultation with Podiatry Leads. Provide cover for the above duties across all sites as required. To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required. Maintain confidentiality at all times. To book translators when requested by clinicians ensuring they are given a relevant code for the service. To be aware of existing processes and offer suggestions for improving services. Take minutes as required. Any adhoc typing required, i.e. letters etc. Ensure all Mandatory training is undertaken in a timely manner. Any other equivalent duties consistent with the level and purpose of the post. Department Specific To organise domiciliary caseloads in Podiatrist absence/vacancies To record temperature of COSHH cupboard daily Responsible for helping ensure all foot health staff sign in and out items such as laptops, cameras. Responsible for the designation of foot health departments pool cars. Ensuring new staff and agency are registered for use and are aware of the guidelines on usage of pool car. Responsible for supporting maintenance of pool cars with lease company and arranging monthly valet. Provide appropriate domiciliary bookings using area location codes in turn reducing unnecessary travel and expense. Responsible for maintaining interactive worksheet (database) of all home visiting patients (including nursing/residential care homes) ensuring risk categories and review dates are appropriately inputted to ensure patients receive appropriate treatment and follow up appointments. To escalate to relevant line manager / Deputy Head of service capacity and waiting list issues that require urgent action. Partnerships: Internal: External Service Administrator Podiatrists Deputy Head / Head of Podiatry District Nursing Secretaries Multi-disciplinary Teams Medical Staff Nursing Staff Medical Staff Allied Health Professionals General Managers Service Managers Medical Secretaries Bereavement office Medical Records Pharmacy Security Patients / Carers Social Services GPs Care Homes Other NHS Trusts Care agencies Person Specification Qualifications & Training Essential oGood standard of education NVQ 2 or equivalent oGCSE English Language or equivalent oClear handwriting and spelling Desirable oNVQ Business Administration - Level II or equivalent oRSA II oCertificate in Office oICare Trained Experience Essential oPrevious experience of working in a busy environment oPrevious experience in an admin role Desirable oPrevious experience of working in a busy environment in a healthcare setting oExperience on the ICare System and Electronic Discharge Summaries System oPrevious experience of minute taking Knowledge & Skills Essential oBasic computer literacy (Word, Excel, PowerPoint) oGood organisational and administration skills oGood customer care skills oEffective communication skills Desirable oAbility to prioritise a busy workload Person Specification Qualifications & Training Essential oGood standard of education NVQ 2 or equivalent oGCSE English Language or equivalent oClear handwriting and spelling Desirable oNVQ Business Administration - Level II or equivalent oRSA II oCertificate in Office oICare Trained Experience Essential oPrevious experience of working in a busy environment oPrevious experience in an admin role Desirable oPrevious experience of working in a busy environment in a healthcare setting oExperience on the ICare System and Electronic Discharge Summaries System oPrevious experience of minute taking Knowledge & Skills Essential oBasic computer literacy (Word, Excel, PowerPoint) oGood organisational and administration skills oGood customer care skills oEffective communication skills Desirable oAbility to prioritise a busy workload 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 Lewisham and Greenwich NHS Trust Address University Hospital Lewisham Downham Health And Leisure Centre, 7-9 Moorside Road, BR1 5EP London SE13 6LH Employer's website https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)