Orthotics Appointments Officer

Frimley Health NHS Foundation Trust; Fleet; On-site; GBP 21,000 - 25,000; Full time

Job summary

Frimley Health NHS Foundation Trust is seeking a motivated administrative assistant to provide high-quality support to the Orthotics service. In a busy, patient-focused environment, you will handle enquiries face-to-face, by phone, and in writing, acting as the first point of contact.

You will manage clinicians’ diary templates, book appointments across multiple sites, register new patients, maintain up-to-date records, and help with ordering appliances while ensuring confidentiality and

Qualifications

• Good organisational skills.
• Ability to work single-handedly with individuals and groups.
• Effective written and oral communication skills.
• Working knowledge of an electronic appointment booking system.
• Working knowledge of an electronic ordering system.

Responsibilities

• Provide administrative support to the Orthotics services.
• Liaise with patients face-to-face, by written communication and by telephone.
• Provide a cross-site service for the booking of Orthotics appointments.
• Manage clinicians’ diary templates.
• Make sure that all new patients are registered.
• Update patient information on systems and book appointments in line with the Trust Access policy, ensuring patient choice and optimal use of staff diaries/clinics.
• Act as first point of contact for patients and staff.
• Liaise with other departments to ensure seamless patient care.
• Maintain a high standard of customer care and patient confidentiality.
• Arrange patient transport when necessary.
• Assist in ordering appliances and check deliveries.

Skills

Organisational skills

Independent working

Written & verbal communication

Electronic appointment system

Electronic ordering system

Education

GCSE English & Maths

Customer care training

NVQ Level 3

Tools

EPIC system

Job description

Job Overview

We are seeking a motivated and organised individual to provide high‑quality administrative support to our Orthotics service. In this busy and patient‑focused role, you will liaise with patients face‑to‑face, by phone, and in writing, acting as the first point of contact for all enquiries.

Job Overview

We are seeking a motivated and organised individual to provide high‑quality administrative support to our Orthotics service. In this busy and patient‑focused role, you will liaise with patients face‑to‑face, by phone, and in writing, acting as the first point of contact for all enquiries.

You will manage clinicians’ diary templates, book appointments across multiple sites, and ensure all new patients are accurately registered and their information kept up to date. The role involves booking new and follow‑up appointments in line with the Trust Access Policy, supporting patient choice and making best use of clinic capacity.

Working closely with other departments to ensure seamless patient care, maintain exceptional standards of customer service and confidentiality, arrange patient transport when required, and assist with ordering orthotic appliances, checking deliveries, and arranging patient appointments.

Main duties of the job

• Provide administrative service to the Orthotics services at Frimley Health Foundation Trust.
• To liaise with patients both face-to-face, by written communication and by telephone
• To provide a cross site service for the booking of Orthotics appointments
• To be responsible for managing clinicians’ diary templates
• To make sure that all new patients are registered
• To update patient information on systems, as and when required to ensure timely accurate data. To book new and follow up appointments in line with the Trust Access policy, ensuring patient choice and optimal use of staff diaries /clinics
• To act as first point of contact for all patients and staff
• To liaise with other departments to ensure seamless patient care.
• To maintain an exemplary standard of customer care and patient confidentiality.
• To arrange patient transport when necessary
• Assist in the ordering of appliances for patients using the appropriate ordering system. Check in goods from Suppliers against Delivery Note and appoint the patient.

Working for our organisation

Visa Sponsorship

This position is not eligible for Skilled Worker visa sponsorship. Applicants must already hold the right to work in the UK for the full duration of the contract.

Frimley Health NHS Foundation Trust is committed to being an inclusive and disability confident employer and has been awarded the Gold for the Armed Forces Employment Recognition Scheme. We provide first class development opportunities for all staff and have a wide range of professional, management and leadership, and clinical skills training available.

Here at Frimley Health NHS Foundation Trust, we know how important it is to have a healthy work life balance; this benefits not only individuals but the patients we care for too.

We encourage applications from people who wish to work on a flexible basis, recognising that flexibility may mean a range of different working patterns and hours, we do our utmost to work with our staff to meet their needs and the needs of our service and its users.

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Detailed Job Description And Main Responsibilities

For further information regarding the detailed job description and main responsibilities, please refer to the attached job description and person specification documents.

Person specification

Skills

Essential criteria

• Good organisational skills
• Ability to work single-handedly with individuals and groups
• Effective written and oral communication skills
• Working knowledge of an electronic appointment booking system.
• Working knowledge of an electronic ordering system.

Desirable criteria

• Working knowledge of EPIC system.

Qualifications

Essential criteria

• GCSE English and Maths pass or equivalent.
• Customer care training.

Desirable criteria

• NVQ Level 3 in relevant areas.

Experience

Essential criteria

• HCA or equivalent experience.
• Experience of team and independent working.
• Relevant practical work experience related to this post e.g. relevant secretarial / administration.

Desirable criteria

• Previous work in Orthotics admin.
• Experience of using EPROC (Procurement ordering system)

Frimley Health NHS Foundation Trust (FHFT) is proud of its strong reputation, record of achievement and ambition for the future. We serve a population of over 900,000 people across Berkshire, Hampshire, Surrey and South Buckinghamshire, and remain committed to improving the health and wellbeing of our communities.

Our new organisational strategy – FHFT 2030 – sets out our ambition to be the best place to receive care and the best place to work in the NHS. Underpinned by our Trust values – Committed to Excellence, Working Together, Facing the Future, and being a modern, compassionate, Healthcare Organisation – we are creating a culture where our people can thrive and patients always come first.

We continue to invest heavily in our services and facilities. This includes the development of a new hospital at Frimley Park, major expansion of diagnostics and inpatient capacity, and the continued transformation of services across our sites. We have already delivered a brand-new £100m state-of-the-art Heatherwood Hospital, a £49m Emergency Assessment Centre at Wexham Park, and a £10m upgrade to maternity services.

We are also committed to sustainability and the NHS Net Zero ambition. Our new hospital and estate developments are being designed to be environmentally responsible, energy efficient, and future-proofed, featuring on-site renewables energy and intelligent energy systems. Through our green plan, we are embedding sustainable practices across all areas of care and operations, ensuring we reduce our environmental impact while improving population health and wellbeing. Our staff are key to helps us deliver on our ambition and to ensure sustainability is a core component of care delivery and our operations.

Alongside estates’ investments, we are embedding a strong focus on digital innovation and quality improvement. Our electronic patient record (Epic), launched in 2024, is already enabling safer, more connected, and more effective care for patients, while giving staff the tools they need to do their best work. Our electronic patient record also supports safe and effective digitised care pathways, savings time and carbon, whilst delivering excellent quality of care.

Everything we do is guided by our values, shaping how we care for patients, support colleagues, and build a sustainable future for healthcare together.