Administrator- Prosthetics and Amputee

The Administrator will often be the first point of contact for patients and service users and will be required to communicate in a professional and courteous manner at all times. The role requires the Administrator to answer general queries and understand and explain relevant information relating to the service and team.

As part of the Amputee Rehab Administrative team, the Administrator will liaise closely with the clinical team to ensure patients receive timely and appropriate appointments according to their care pathway and will provide high quality administrative support to the clinicians in the Therapies team.

The Administrator will be responsible for the coordination and administrative management of patients on the MPK (microprocessor knee) programme which is a newly established and evolving pathway for patients.

The Administrator will play a key role in the efficient day to day activities of the running of the service. Tasks will include typing, customer service, maintaining databases, booking appointments/meetings, filing, organising and booking meeting rooms, taking meeting minutes and disseminating agendas to the wider team and providing general administrative support to the Department.

As part of the wider Specialist Rehab services, the post holder will be required to work within a wider administrative group and provide occasional reception cover, and annual leave support for the administrator in the Assistive Communication Service.

The post holder will have regular contact with a wide range of clinical and managerial staff, administrative and clerical support staff at many levels and patients, relatives and external agencies. They will work closely with the Medical Secretary and Prosthetic Team Administrators in particular.

The duties and responsibilities listed below are representative of the Administrator role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

Please see attached Job description and Person Specification for full details.

The department comprises 4 main services; Amputee Rehabilitation (Prosthetics), Orthotics, Wheelchairs & Special seating and Assistive Communication Services. The services are Allied Health professional led (AHP) with a consultant in rehabilitation medicine.Each team is made up of administrative, clinical staff, rehabilitation engineers as well as workshop technicians and an IT technician who all work together to provide excellent services to our patients.

We are based in Crystal Palace, between the over land stations of Crystal Palace and Gipsy Hill.

The regional amputee rehabilitation service provides assessment and provision of prosthetic limbs for patients following upper or lower limb amputation or a deficiency present from birth.
- Provide high quality administrative support to the clinical team. This may include booking meeting rooms, organising training events, or conferences, organising audio-visual equipment, ordering department supplies such as stationery plus any other ad hoc duties.
- Typing and formatting of letters, reports, policies, minutes, presentations, statistics and general correspondence/ documents, as required, using Microsoft Office and other software packages.
- Provide support for meetings, including the preparation and distribution of agendas and taking, transcription and distribution of minutes/ action notes. Follow up of action points arising from meetings.
- Provide administrative support to projects being managed within the service as directed.
- Work closely with other Amputee Rehab pathway Administrators across the service to ensure timely and coordinated management of patient appointments
- Provide administrative support within the service, including cross cover for administrative team members as required.
- Provide advice and support to new or less experienced employees on own administrative duties.
- Maintain departmental databases in a timely and accurate manner. Assist with the collation of data as required.
- Provide excellent customer care to ensure timely, relevant advice and assistance to all GSTT service users.
- Undertake any other reasonable duties necessary to ensure the smooth running of the service.
- Be responsible for the scheduling of therapy clinic appointments according to urgency and length of wait in accordance with service procedures, protocols and Trust Policies. This may include sending appointment letters or contacting patients by telephone to set up appointments.
- Liaise with patients prior to their visit to ensure that a mutually convenient date and time is agreed.
- Ensure that patients are appropriately reminded of their appointments. This may include sending reminder letters or contacting patients by telephone, to re-confirm attendance in line with service protocols.