Orthotic Admin Supervisor

NHS Greater Glasgow & Clyde; Glasgow; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare provider in Glasgow is seeking an experienced Orthotic Admin Supervisor to oversee the administrative team supporting clinical operations. You'll manage waiting lists, confirm orders, and provide training to staff, with a focus on timely patient care. Ideal candidates will hold SVQ Level 3 and have experience with PECOS and Trakcare systems. Join a dedicated team to enhance patient services across the region.

Qualifications

• Experience of use of PECOS system.
• Good written and verbal communication skills.
• Ability to work with little supervision.
• Previous administrative experience.
• Flexibility and commitment.

Responsibilities

• Supervise part of the admin team and provide support.
• Manage waiting list and ensure appointments are timely.
• Confirm Orthotic orders on the PECOS system.
• Provide training to Orthotic Administrators.
• Resolve discrepancies between invoices and GRN amounts.

Skills

Attention to detail

Time management

Multitasking

Communication skills

Team collaboration

Education

SVQ Level 3 or equivalent

ECDL or equivalent proficiency in all Microsoft packages

Tools

PECOS system

Trakcare System

Job description

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NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

• This post is permanent
• This post may close sooner than the closing date due to abundance of applicants

NHS Greater Glasgow and Clyde Orthotic service is hosted within Clyde Sector within the Acute Division of NHSGGC, however this job is based at Gartnavel General.

This role is for an Orthotic Admin Supervisor within the NHSGGC Orthotics Team.

The Orthotic service provides assessment, diagnosis and treatment to a diverse range of conditions and patient types, in a variety of environments. Orthotic management includes assessment for and prescription of an appropriate Orthotic device where appropriate, or advice on different treatment options where not appropriate to allow the patient to regain function following surgery, illness, injury, dysfunction or disease. This includes the management of critically ill patients, whose recovery depends on appropriate orthotic treatment while an inpatient and in some cases long term follow up as an outpatient.

The service is responsible for delivery of outpatient and inpatient Orthotic care to all adults living within the NHSGGC catchment area and children and young people in Clyde area. We provide service on 8 acute sites and to other outlying units on demand.

The service receives around 16,000 new referrals each year and has a staff of 39 which include Orthotists, Orthotic Clinical Assistants, Orthotic Technical Assistants, Orthotic Administrators and an Orthotic Clinical Lead/Manger.

Main Duties:

• The post-holder supervises part of the admin team and provides appropriate and timely admin support to the clinical team.
• The post holder under the supervision of the admin team lead uses administrative systems and follows local administrative policies and supervises and supports others in their use.
• Waiting list management including insuring that patients are offered appointments in line with their vetting status.
• Reporting to the admin team lead when patients may be in danger of breaching and identifying what resources are needed to prevent this.
• Confirming Orthotics orders received on the PECOS system thus allowing payment to be made to
• Suppliers, providing verification that the goods GRN amount is correct and in relation to the invoice amount.
• Where the invoice and GRN amounts do not match, progressing a query and resolving the issue with reference to the admin team lead or Orthotics Clinical lead/Manager if needed.
• Ordering via the PECOS system catalogue items to support the service, this includes uniforms, clinical equipment and stationary.
• Provide training support and supervision to the Orthotic Administrators

This individual needs the skills required to:

• Work within an environment where there is pressure to deliver devices to meet patient’s needs within short timescales.
• Have the ability to manage own workload, prioritising competing demands and completing tasks whilst experiencing regular interruptions.
• Have the ability to multi-task and frequently move from one activity to another without prior notice.
• Is required to work to a high degree of accuracy, verifying and inputting data with the ability to respond and deal with ad hoc queries appropriately.

KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

• SVQ Level 3 or equivalent
• ECDL or equivalent proficiency in all Microsoft packages
• Experience of use of PECOS system
• Experience of use of Trakcare System
• Good written and verbal communication skills
• Good planning and organisation skills
• Ability to work with little supervision i.e. using initiative and judgement where appropriate
• Ability to follow protocols for work areas and contribute to review of these protocols
• Previous administrative experience
• Ability to work as part of a team
• Ability to work to strict deadlines
• Flexibility and commitment

Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.

NHS Greater Glasgow and Clyde- NHS Scotland encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognisingmilitary skills, experience and qualifications during the recruitment and selection process.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies. Failure to comply with this requirement may result in your application being withdrawn from the application process.

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