Administrator- Prosthetics Service

Job Description

Detailed job description and main responsibilities
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.
Person specification
Qualifications and Education
Essential criteria
Good level of general education with English and Maths to GCSE standard or equivalent
NVQ 3, City and Guilds certificate level in business administration or evidence of equivalent experience e.g. experience in administrative roles
Desirable criteria
Customer service qualification/training
IT package qualification/training such as European Computer Driving Licence (ECDL)
Experience
Essential criteria
Experience working in a customer service setting
Experience of working both autonomously and in a team
Skills
Essential criteria
Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
Excellent organisational skills and attention to detail
Ability to work methodically in a busy environment and meet deadlines
Ability to handle confidential and sensitive information appropriately
Desirable criteria
Knowledge of medical terminology
Knowledge of the key waiting times targets
Experience of working with hospital administration systems e.g. PiMS and hospital systems