Prosthetic & Orthotic Admin Team Lead

The post holder will be responsible for providing a well led Administration team in support of delivering a comprehensive service to the Prosthetics and Orthotics Centre patients and staff. The Admin Team Lead will be instrumental in the smooth running of the service by working with the Clinical Manager and Senior Therapist and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the Therapy Service Lead and Consultant, to bring about a successful outcome. The post demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of service to meet the needs of the patient. The post holder will act as an advocate for patients and staff within the service and will support delivery of a seamless and high quality patient pathway., + Line manage and supervise admin Team
+ Manage Annual leave and sickness for Admin Team
+ Induct new starters
+ Manage own workload
+ Conduct probation review and performance reviews
+ Support management and effectiveness of all admin tasks
+ Organise and chair admin and all staff meetings
+ Manage incoming telephone calls, emails and complaints
+ Monitor and support clinic utilisation and waiting list management
+ Referral Management, Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job., To Line manage and supervise Admin & Technical Instructor staff within the department and monitor the team's workload and productivity to ensure that they are working effectively and efficiently to support the Prosthetics and Orthotics services. This includes performance management, absence management, appraisals, supervision and co-ordination of leave.
Calculate, communicate and Manage staff annual leave/Bank holiday entitlement and ensure it is accurately reflected in Health roster. Manage leave requests in a timely manner and record/finalise all leave and sickness absence on Health roster.
Manage and monitor staff sickness in line with trust policy including Return to work Interviews, support with any adjustments or phased return process and ensuring recorded appropriately within health roster.
Induct, mentor and supervise all Admin & T.I new starters, and ensure role competencies are supported with in-house, trust and external training as required and completing all probation processes.
Manage own workload, following up queries and be able to prioritise tasks delegating where appropriate. Provide updates to Prosthetic & Orthotic Service Manager regarding progress of any allocated tasks.
Probation Reviews and Appraisals of the Admin & Technical Instructors to be conducted and completed in a timely manner in accordance with Trust guidelines. To be recorded locally as required by Prosthetic & Orthotic Service Manager
Support the effective management of incoming referrals and correspondence. Be compliant with requirements regarding the disposal of paper notes.
Monitor and support the Admin Team being compliant with all the mandatory training and accessing additional training courses relevant to their role.
Organise and chair regular Admin Team meetings and individual supervision sessions. Furthermore, arrange alongside Therapy Team Lead the "All staff" and ad hoc meetings as required. Ensure documentation is circulated in advance. Produce accurate and succinct minutes and action plan in line where appropriate.
Support the Limb Fitting H&S Officers to review and Implement policies for all areas of department and keep these policies updated, ensuring staff involvement.
Deal with all telephone calls and e-mails promptly and assess any action that may be required, complete or delegate as appropriate.
Ensure that any relevant info from phone calls, emails of face-to-face discussions is captured accurately and promptly on service systems as necessary.
Support the clinical team and management with administrative support including processing clinical letters, reports, and minutes of meetings.
Support the monitoring of clinic demand and capacity ensuring invite to appointment letters are sent out as indicated by clinical manager.
Make clinic changes and appointment rescheduling where necessary. Ensure patients are aware of appointment changes and follow-up arrangements as required.
Work Closely with Contractor Clinical Manager and Senior Therapist on site to ensure good communication and uniformed approach to delivering the Prosthetic and Orthotic services.
Notify relevant staff of any changes to Admin arrangements in a timely manner.
Ensure referrals are received into the service in a prompt and appropriate manner, monitoring and highlighting any issues to Clinical manager.
Maintain database (SystmOne) and provide monthly reports as required. I.e. Monthly Dashboard report.
Efficient use of the IT systems. In addition to this to be proficient with Microsoft Office Package including MS Teams and Excel.
Be responsible for ensuring Technical Instructor's manage petty cash, Health care cost payments, patient travel expenses reimbursement and receipts are recorded correctly and submitted to Trust Cashier's office regularly. Investigate any queries or discrepancies and raise this with Prosthetic & Orthotic Manager.
To undertake any other task as requested from Prosthetic & Orthotic Manager or Head of Therapies.
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.