Podiatry Team Administrator

Are you highly motivated, flexible and conscientious with excellent interpersonal and communication skills? Are you able to work in a busy environment, being organised and maintaining a high-level of accuracy and attention to detail?
We are looking to recruit a full-time Team Administrator for the Hillingdon Community Podiatry Service. We are a multi-disciplinary team of Podiatrists, Diabetes Specialists Podiatrists, Podiatry Nurse and Podiatry Assistant Practitioners that provides High Risk Footcare to ambulant and house bound adults who meet our eligibility criteria. The service is provided in community settings and in patients' homes where necessary.
We will offer you a supportive environment where your contribution is valued and your development is encouraged. This is an exciting opportunity and we would want to hear from you if you are keen to embrace a new challenge.
This is a clinical service support role, and the post holder is expected to work from their assigned base.
The post holder will be responsible for providing efficient and high-quality clerical support to the Podiatry Team, and will play an integral part of their team in order to maintain smooth running and operation of their service, working closely with the Team Lead and clinical staff.
The post holder will have excellent interpersonal skills and have the ability to communicate effectively with service users, carers, health professionals and team members.
In addition, the post holder must possess good IT skills and be able to analyse and interpret data. They will be required to help maintain clinical database systems, and assist with clinical audits and information monitoring.
The post holder will work under own initiative with a flexible and adaptable approach to the job role in order to meet the changing service needs.
Part of the role will be assisting the Clinical Team Leader/Manager in his/her clerical and managerial duties. This will involve a high level of discretion and confidentiality as the post holder will come into contact with some sensitive patient and staff data and information.
There’s a place for you at CNWL. We’re passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient’s own home. Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people.
- Deal with telephone enquiries from health professionals, services users, service user families, carers and team members in an informed and sympathetic manner, considering mental/physical health needs, and cultural or language barriers. Taking and passing on messages promptly and acting where necessary.
- To provide and receive complex and sensitive information using tact and diplomacy.
- To act in accordance with the Service in processing new referrals. This includes but is not limited to: allocating referrals, completing Excel spread sheets and making sure all administration processes for each referral are adhered to with speed and fluency.
- To create/accept referrals within the S1 platform and highlight for clinical triage. To assist with onward referrals to other teams.
- To monitor S1 wait lists and caseloads and assist with the allocation of patients and entering patient details into appropriate health care professionals’ diaries.
- Maintain service line databases for record keeping, ensuring accurate reporting.
- Complete regular archiving of patient notes in line with trust policies and procedures.
- To act as Subject Access Coordinator for the service, attend required training, and follow the Trust’s policies and procedures.
- To provide administration support for service line clinicians
- To undertake the photocopying and distribution of documents, processing of correspondence and general clerical duties as required.
- To maintain and monitor stock as required and use set processes for ordering of goods/supplies.
- To have the ability to use the E-procurement system and raise any queries/issues when necessary. To support procurement processes for service line, including ordering, liaison, receipting, and invoice processing.
- To have a comprehensive understanding of computer software such as MS Office and to be the lead on using SystmOne
- To collate and present activity data for service and management meetings and for monthly and ad hoc statistical returns via Tableau or other.
- To assist with the training of new staff members and bank staff as and when necessary.
- To co-ordinate, monitor and record the mandatory training for the department ensuring that staff are reminded when training is due (if applicable).
- To support service lead with Healthroster, including recording of annual leave, absence, or sickness, printing and distribution of rotas where necessary (if applicable).
- To organise, attend and contribute to the departmental and service meetings, which may include room/venue booking, distribute a