Podiatry Senior Administrator - NELFT Podiatry Senior Administrator - NELFT

Podiatry Senior Administrator

Reference: 395-WF233-22-A

Band: NHS AfC: Band 4

Location: Hainault Health Centre

Closing Date: 25/08/2022

  • Provide a high quality confidential and comprehensive administrative service supporting the Podiatry Service.
  • Open and sort incoming emails within the generic podiatry email account and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
  • Operate any reminder systems e.g. SMS text messaging.
  • Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
  • Utilise advanced level IT skills to create reports, spreadsheets and presentations for the Podiatry Manager where appropriate.
  • Develop and maintain Podiatry Service filing systems (electronic and paper) to ensure effective access to relevant information.
  • Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
  • Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
  • Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
  • Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review e.g. Podiatry Meetings, Podiatry Forums, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
  • Maintain up to date confidential personal Podiatry Administrative staff files.
  • Monitor and maintain secure stamp allocation and keys held on site.
  • Propose and implement changes to working practices to reflect the needs of the Podiatry Service.
  • Act as delegated authority for procurement processes, using electronic order and approval systems.
  • Respond to ad-hoc requests for information from other Trust sources as agreed by the Podiatry Manager.
  • Co-ordinate absence/study leave ensuring sufficient administrative staffing levels are present
  • Manage Bands 2 and 3 Podiatry Administrative staff with regular supervision
  • Assist with recruitment and selection of Podiatry Administrative staff
  • Ability to take dictation/transcribe from audio dictation, including medical reports.
  • Maintaining efficient systems for client records by creating, maintaining, filing, archiving and when necessary, locating missing notes and arranging transfer of notes between Departments as requested by clinical staff.
  • Responsible for compiling and producing computer generated letters with minor amendments.
  • Typing of letters, agendas, minutes, papers and reports as required by your Podiatry manager & Podiatry Business Administration Manager. To encourage and develop teamwork within the team.
  • To highlight any operational concerns regarding administrative systems so that they can be reviewed by the Podiatry Business Administration Manager.
  • To ensure a safe working environment as indicated by the Podiatry Team Administrator.
  • Distribute patient satisfaction questionnaires and audits as instructed by your Manager.
  • To photocopy & upload notes and/or histological/pathological/radiological investigation results when necessary for the Podiatry Service.
  • To send letters on behalf of the Podiatry Team to the relevant parties via the generic email account.
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