About this role
Job summary 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.
About us
Sandwell and West Birmingham NHS Trust (SWB) serves Birmingham and the Black Country - one of the country's most culturally diverse areas. It's a friendly and welcoming place - a place where you can belong, and a place where you can grow.
We care for our patients, we care about our population, and we care about our people.
Our values - Ambition, Respect and Compassion - are at the heart of who we are. They guide us every step of the way; how we work with each other, and how we look after our patients and their families; how we respect and value the rich diversity of our team and our community.
Our Trust has always aspired to be more than a hospital, more than a healthcare provider. Our purpose is to "Improve the Life Chances and Health Outcomes of our Population." It is what inspires, drives, and unites us every day. It's what makes us unique.
We want working at SWB to feel like more than just a job. We want our Trust to be a place where you can feel you belong. A place where you feel happy, safe, and rewarded. A place where you can develop your career in whatever way you choose. When we say we're 'with you all the way' we want you to know that we mean it. Visit the SWB website to find out more about our ambitions and people plans.
Job description Job responsibilities
Please refer to the detailed job description and personal specification attached to this job advert.
Person Specification
Qualifications Essential
GCSE English and Maths or Equivalent IT literate (use of word, excel, one drive, MS Office, powerpoint or IT qualification, such as CLAIT, Transcription etc)
Desirable
ECDL or NVQ Customer care or equivalent qualification
Knowledge and Skills Essential
Ability to handle physical tasks (receiving/sorting stock and manual handling) Excellent communication and organisational skills Knowledge and awareness of NHS waiting list challenges Knowledge in Data Protection and GDPR Computer skills (keyboard) and good numeracy skills
Desirable
Knowledge of NHS based applications (unity, IPM, CSS, Medway and Systemone)
Experience Essential
Recent experience of working in the NHS
Desirable
Any previous administration and clerical experience
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Sandwell and West Birmingham NHS Trust
Address Sandwell Health Campus
Lyndon
West Bromwich
B71 4HJ
United Kingdom
Employer's website https://www.swbh.nhs.uk/ (Opens in a new tab)