Orthotics Administrator

UHCW; Coventry; On-site; GBP 23,000 - 28,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking an Administration Assistant to join the Orthotics team. Based at Coventry, the role supports patient booking, stock ordering, and departmental administration within the Orthotics service.

As part of the Orthotics administration team, you’ll liaise with clinical staff to ensure timely processing, maintain EPR records, and assist with correspondence and referrals. Sponsorship is not available for this post.

Qualifications

• GCSE English and Maths at grade C or 4.
• NVQ Level 2 in Administration or equivalent.
• Basic literacy and numeracy skills.

Responsibilities

• Respond to routine/urgent enquiries promptly and maintain records.
• Keep documentation up to date and accessible for decisions.
• Maintain and retrieve data to support patient care per guidelines.
• Handle general office duties: typing, photocopying, uploading to EPR, posting referrals.
• Support senior staff with patient letters and scheduling.

Skills

Communication skills

Teamwork

Attention to detail

Prioritisation

Education

GCSE English & Maths

NVQ Level 2 in Admin

Basic literacy & numeracy

Tools

NHS IT systems

Job description

Main area Orthotics Grade NHS AfC: Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 218-AC-B2-8372414

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,272 per annum Salary period Yearly Closing 01/11/2026 23:59

Job overview

An opportunity has arisen to join our Orthotics team at University Hospital Coventry & Warwickshire to. As part of the Orthotics administration team, the Administrator will liaise closely with the clinical team to ensure all aspects of the service are supported. This ranges from patient booking management to ordering of stock for the department. The Administrator must be able to work as part of a team, whilst using there own initiative to ensure all responsible tasks are completed.

Please be advised that sponsorship is not eligible for this post.

Main duties of the job

• To ensure all routine and / or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring to another member of the team as appropriate, ensuring a proper record is maintained.
• To ensure wherever possible that all documentation is up to date and in an orderly fashion and available whenever decisions are being made. The postholder must have the ability to work with departmental staff to maintain prompt transcription and distribution of correspondence in compliance with local and national guidelines.
• To maintain accurate and up to date computer systems, and be able to retrieve and generate information to assist in the effective organisation of patient care in accordance with local and national guidelines.
• To undertake general office duties such as; typing, photocopying and uploading information onto the EPR that has come from external agencies efficiently and effectively. Sorting and booking internal & external referral, and referrals from the E-referral system. To support senior staff with patient letters and ensuring printing and posting in an efficient manner.
• To maintain efficient office management systems and procedures to enable the departmental / clinical team to optimise their patient care by ensuring data entering the department is entered onto the EPR in a timely and accurate manner, identifying issues and acting accordingly.

Working for our organisation

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Detailed job description and main responsibilities

• Support new team members by demonstrating and explaining routine department practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.
• Utilise relevant IT systems, as determined by the role, ensure all relevant patient data is collected and accurately input in line with trust guidelines, including the EPR.
• To be able to actively manage stock levels of orthotic devices and be able to identify and order products that are kept on the shelf to ensure stock levels are maintained and available to use. To work with the Orthotists to order custom orthotics, including ordering, delivery receipt and booking patients appointments in a timely manner.
• To receive all incoming post, sorting and distributing it throughout the department.
• Provide appropriate cover in the absence of other members of the team.

For further details of the role please see the attached job description.

Person specification

Qualifications

• GCSE or equivalent English and Maths Grade c or 4
• NVQ 2 in Administration of equivalent
• Basic level in literacy and numeracy

Experience

• Working in an NHS administration setting.
• Experience of working in a patient centred role

• Experience working in an Orthotics department

Knowledge

• Working knowledge of the Microsoft software package, with focus on Word, Excel and Microsoft Outlook
• Good understanding of general office procedures

• Awareness of current issues within the NHS

Skills

• Good level of verbal and written communication.
• Good organisational skills
• Empathetic approach in resolving enquiries
• Able to prioritise and organise own workload.
• Able to track information.
• Able to recognise issues and refer where appropriate to other members of the team.

• Experience of Orthotic devices, stock management and ordering.
• Experience of NHS IT systems

Commitment to Trust Values

• Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For posts with managerial responsibility only Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.