Job Description

• Required to provide a comprehensive and confidential secretarial and/or administrative support to the locality/department to ensure the smooth running of the area.
• Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognizing barriers to communication.
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritized appropriately ensuring deadlines are met.
• Use the electronic patient records system to enter client related information , referrals, care events, demographics
• Provide a high quality confidential and comprehensive administrative service supporting the Podiatry Service.
• To ensure that the Podiatry generic email account is monitored daily and actioned.

The successful candidate will be expected to support their team, department and organisation to achieve the Trust’s Values in their day to day work. These are the 5P’s:

• Putting people first
• Prioritizing quality
• Being progressive, innovative and continually improve
• Being professional and honest
• Promoting what is possible – independence, opportunity and choice

The post holder will be a member of the podiatry team and will be responsible for and assisting with the smooth running of the service, dealing sensitively with any complaints, problems or issues arising, highlighting and referring problems where necessary to the line manager.

• Taking clear messages and passing them on promptly to the appropriate member of the team using their own judgment on urgency.
• Responsible for ordering stationery and other supplies via the electronic procurement system, receipting goods and chasing shortfalls
• Respond to frequent enquiries made by clients/staff, either in person or on the telephone, promptly and in a professional and courteous manner in line with Trust policy.
• Working competently within current procedures for own working practices and, where appropriate, contribute to the development and implementation of changes to improve own working practices/service, policies, procedures and guidelines.
• Liaising with IT, Estates and Stores teams to repair broken and faulty fixings and equipment
• To highlight any operational concerns regarding administrative systems so that they can be reviewed by the Podiatry Business Administration Manager.
• To ensure the Podiatry 18wtt is adhered to
• To effectively manage the Podiatry appointments on RiO ensuring that cancellations are filled & appointments are booked.
• To be able to diffuse any difficult telephone calls that may occur, without always having to escalate these to a manager
• Draft general correspondence on behalf of the service.
• Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
• Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact, or correspondence, within agreed time limits.

Required Knowledge, Skills, and Abilities