Podiatry Patient Administrator

Job overview

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.

Main duties of the job

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.

Detailed job description and main responsibilities

• 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 improvementTo 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