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.
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 patients accessing the 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
o First point of contact for patients, their friends and families and ensuring that messages are passed on appropriately and in a timely manner.
o 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 reassuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
o To register patient details on RiO ensuring a high level of data accuracy.
o To add referrals and discharge on RiO as required.
o To deal with written and telephone enquiries for the department as appropriate.
o To book follow up appointments as required.
o 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.
o Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.
o Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
o Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.
o Attend additional training as required and assist new staff with training.
o On occasion to manage potentially aggressive, verbally abusive visitors to the department which must be dealt with appropriately following agreed procedures and protocol.
o 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.
o To direct commercial and other visitors to the right department ensuring that the relevant people are notified.
o To keep up to date record of staff and visitors movement in & out of the ward in line with Health & Safety procedures.
o Manage tidiness and appearance of reception/office.
o 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/when the patient needs to be booked.
o To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.
o Get the Family and Friends Test completed.
2. Ordering, Receiving and Despatching Goods
o Order all stock for services within site as relevant.
o Maintain skills in ordering on SBS system.
o 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.
o To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
o To manage generic mailbox for domiciliary service throughout the day.
o To take messages ensuring complete confidentiality in accordance with Trust policy.
o General filing duties as required.
o Ensure all notice boards are up to date and tidy in consultation with Podiatry Leads.
o Provide cover for the above duties across all sites as required.
o 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.
o Maintain confidentiality at all times.
o To book translators when requested by clinicians ensuring they are given a relevant code for the service.
o To be aware of existing processes and offer suggestions for improving services.
o Take minutes as required.
o Ensure all Mandatory training is undertaken in a timely manner.
o Any other equivalent duties consistent with the level and purpose of the post.
Person Specification
Qualifications & Training
* Good standard of education NVQ 2 or equivalent
* GCSE English Language or equivalent
* Clear handwriting and spelling
* NVQ Business Administration - Level II or equivalent
* RSA II
* Certificate in Office
* ICare Trained
Experience
* Previous experience of working in a busy environment
* Previous experience in an admin role
* Previous experience of working in a busy environment in a healthcare setting
* Experience on the ICare System and Electronic Discharge Summaries System
* Previous experience of minute taking
Knowledge & Skills
* Basic computer literacy (Word, Excel, PowerPoint)
* Good organisational and administration skills
* Good customer care skills
* Ability 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 name
Lewisham and Greenwich NHS Trust
Address
University Hospital Lewisham
£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
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