Gloucestershire Podiatry Service is seeking to recruit an experienced Patient Administrator to join our team, based at Southgate Moorings, Gloucester(with occasional cover and training/meetings at our other sites)
We are a large, busy, friendly and supportive countywide service delivering high-quality care to our patients.
The post holder will work as part of the administration team, supporting clinicians and colleagues to ensure the efficient and effective delivery of administrative services within the Podiatry Department. The role requires excellent organisational, communication, and interpersonal skills, with a strong focus on accuracy and attention to detail.
Applicants must be able to demonstrate the ability to remain calm and professional in a busy environment, with a flexible approach to work and a willingness to learn new skills. Strong verbal and written communication skills are essential, along with the ability to prioritise workload, meet deadlines, and work both independently and as part of a team.
The role is varied and fast-paced, involving a wide range of administrative duties. The successful candidate will contribute to the ongoing development and improvement of administrative processes within the service.
To provide administrative support to the Countywide Podiatry service
Administering clinics, managing appointments and patient records
Processing patient new referrals on system
Scanning of documents and attaching to patients notes
Telephone, email and other electronic communication with patients, carers, colleagues and other health and social care professionals
To work in a fast-paced work environment with the ability to be adaptable and resilient
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us . In the latest staff survey, 61% of colleagues gave us their views . It was great to hear that:
72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust’s priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement . However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
To provide a comprehensive administration service to internal and external service users at a range of Gloucestershire Community Podiatry Clinics across the county of Gloucestershire
To be proficient in secretarial and administrative procedures, including some non-routine tasks, such as addressing inquiries, monitoring progress, and resolving task-related challenges, all of which have been developed through experience and training
Daily contact with patients, relatives, carers, translators, health professionals, and senior work colleagues providing advice, information, and guidance where necessary over the telephone and face-to-face
To be responsible for entering all personal details of patients into Sys1 software accurately
To monitor waiting lists and ensure patients are booked in for podiatry appointments
To address inquiries analysing information to effectively resolve issues for patients, carers, health professionals, and internal and external stakeholders, particularly regarding appointments and scheduling commitments
To work in a fast-paced work environment with the ability to be adaptable and resilient
To adhere to existing policies and standard operating procedures with the ability to provide constructive feedback and suggestions for improvements of processes within their specific area
During the Team Leader’s leave/absence may be required to plan for staff allocation and cover across all sites
To be responsible for taking payments from patients for nail files/insoles, liaising with the accounts departments in the process of issuing invoices, and recording payment receipts
To guide administrative and secretarial responsibilities to new employees and less experienced team members, while overseeing daily operations and coordinating staff activities. Additionally, keep training notes up to date and signpost new team members to policies and procedures
To ensure all patient records are stored securely and prepared for archiving following Trust policies and procedures
To complete staff surveys to identify areas for improvement
To undertake such other duties related to the work of the service as may be assigned that are consistent with the nature of the job and its level of responsibility
To deal with and respond appropriately to all external inquiries from members of the public, health professionals, and representatives from a range of organisations
To communicate clearly and concisely, via the telephone and face to face
Proficient keyboard skills are essential for the regular operation of computer systems, including touch typing
To accurately maintain patients’ records, monitor podiatrists annual leave, answer queries, and report discrepancies in patients’ records
This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas
