Administrative Assistant

Job overview

The Administrative Assistant will work within the Orthotics Department as part of the Primary Care Community and Therapies Clinical Group. The role involves delivering a comprehensive and efficient administrative service, including referral processing, appointment booking, and managing orthotic devices from receipt to distribution. The post holder will act as the first point of contact for patients, carers, and referring agencies, ensuring smooth access to services.

Main duties of the job

• Provide receptionist and first-line contact services (face-to-face and telephone).
• Process referrals on electronic patient record systems (IPM, Unity, CSS) and transmit to the triaging team within agreed timescales.
• Book appointments, device collection slots, and arrange interpreters where necessary.
• Place and chase orders for orthotic devices using the Trust’s ordering system.
• Prepare clinics to ensure devices are ready for dispensing.
• Maintain accurate documentation of device orders, receipt, and dispatch.
• Undertake general clerical tasks such as filing and scanning.
• Work flexibly across services during staff shortages and participate in weekend/bank holiday rotas.
• Receive and sort stock deliveries, which will involve physical effort and adherence to manual handling guidelines.
• Use IT systems proficiently to raise orders and process invoices.

Detailed job description and main responsibilities

Please refer to the detailed job description and personal specification attached to this job advert.