Administrator Trauma & Orthopaedics

Job summary Orthotics Job Advert hours per week Monday to Friday The Trauma & Orthopaedics department are looking for an efficient, organised and experienced administrator who can help support the day to day running of our busy orthotics clinics.
We are looking for an individual who is organised, customer focused, adaptable and able to communicate effectively with patients, clinicians and other admin staff within the department.
The role is varied and so a flexible attitude and approach to work is a must as no two days will be the same, however some of the daily tasks will include prepping medical records, receiving and ordering orthotic appliances, booking patients into clinic, answering telephone enquiries and dealing with colleagues both within T&O and across the wider trust.
We need someone who will work well under pressure and approach tasks methodically and logically.
We are looking for someone who will bring a positive attitude and enthusiasm to the role as well as an individual who will have the confidence to work autonomously once trained.
Main duties of the job To support the Orthotic (Patient Appliance Service) clinics within the wider Trauma and Orthopaedic department.
Assisting the team in providing a varied efficient and effective service for our orthotic patients and specialist clinicians.
To provide administration support to the patient appliance service, organise and prepare for daily clinics, including prepping medical records, completing administration, ordering and other support functions to ensure the smooth running of the orthotics clinics.
Coordinating patients within the clinic, booking follow-up and new appointments, ordering appliances and ensuring they are ready for consultant appointments.
Ensure that medical records are kept up to date with all relevant clinical and patient information.
About us Royal Surrey is a compassionate and collaborative acute and community Trust.
Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career.
Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care.
Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh.
We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on.
We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years.
There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - Job description Job responsibilities Appointments & Patient Contact Support the daily management of the referral lists from external and internal providers, allocating most relevant appointment to the patient.
Booking patient appointments onto Cerner and creating letter to inform patient of dates times etc.
Contacting patients to confirm when orthotics, braces etc.
are ready for collection Clinic Prep Print out clinic sheet for the next days clinic from Cerner Ensure that all patient medical records are available for clinic with additional labels, history sheets and any other relevant paper work When required, create a new Medical Record for new patients ensuring that the correct labels paper work referrals etc.
are contained within the folder Update Cerner with new patient details as and when appropriate as well as ensuring medical records are up to date for current patients Responsible for filing all paper work into medical records, ensuring that Health Records management processes and standards are taken into account and strictly adhered to Organisation of Orthotic stock Responsible for contacting patients when appliances are ready for collection, managing the process to facilitate timely collections of stock Responsible for sending appliances to patients where appropriate Manage the Clinic email inbox daily, keeping up with email traffic, answering general requests and taking orders for orthotics whilst ensuring all requests are processed correctly and in a timely manner Ensure that all appliances that need to be returned to the manufacturer are boxed up with relevant, completed paper work and sent back in a timely manner Arrange the daily collection of goods via carrier Day to Day Admin Duties Ad hoc photocopying as and when required to ensure that stock of information leaflets, clinic sheets, history sheets, packing lists etc.
are up to date and in good supply Use SBS to add specific stock orders, also assist in the day to day ordering of stock and catalogue products Manage and monitor the Orthotic inbox, responding to patient and clinical requests in a timely manner Learn and understand the role of your Orthotic colleagues in order to cover the department during absences due to leave and sickness Answer the telephone and deal with patient enquiries seeking help from colleagues when required Deal with Patients face to face as and when they come into clinic and for collections Ensure all post is ready and delivered daily to the post room at the correct times to ensure the timely delivery of patient letters Type a variety of letters for GPs, Schools and parents when required Any other ad hoc duties given to you by the Supervisor that enables the safe and efficient running of the orthotics department.
Please refer to full Job description & person specification Person Specification Qualifications Essential Higher level of education with NVQ Level 3 or A levels or strong experience of working in a customer focused front facing role, preferably in the NHS.
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A/I Knowledge and Experience Knowledge and Experience Essential PC literate, able to use email, word and excel, outlook etc.
Experience of Cerner preferable but training will be given Experience of working in a customer facing role, able to communicate calmly and professionally both face to face, over the telephone and via email Responsible for managing own work load, ability to work effectively both autonomously and as part of a team.
Ability to think through problems and resolve independently or seek advice and guidance from other more experienced staff Experience of working in an NHS setting preferable but not essential