Specialist Service Administrator – Podiatry

NHS; Harrow; On-site; GBP 29,000 - 32,000; Full time

Job summary

A major healthcare provider is seeking a Specialist Service Administrator to join their Podiatry service in Harrow. This role involves providing comprehensive administrative support, maintaining patient records, and managing communication within the team. The ideal candidate will have experience in office administration, excellent organisational skills, and proficiency in Microsoft Office. This full-time, permanent position offers an annual salary ranging from £29,651 to £31,312, offering prospects for personal development in a supportive team environment.

Benefits

Flexible working options

Comprehensive induction

Training and development opportunities

Qualifications

• Experience in an office administration or reception role.
• Ability to manage workloads and meet conflicting demands.
• Competent in using Microsoft Office applications.

Responsibilities

• Provide comprehensive administrative support to the Harrow Podiatry Service.
• Handle patient communication and maintain records accurately.
• Organise team meetings and manage filing systems.

Skills

Microsoft applications

Organisational skills

Administrative skills

Communication skills

Education

NVQ3 in Administration or equivalent

Job description

Specialist Service Administrator – Podiatry

Brent and Harrow - Specialist Care is looking for an experienced administrator to join our Podiatry service and support the wider Specialist services.

An opportunity has arisen for the recruitment of a Band 3 on a permanent basis. The post is to provide high level administration support to the Specialist care services across Brent and Harrow - this role is specifically aligned to the Harrow Podiatry service.

If you are highly motivated, flexible, and have an interest and enthusiasm to be a part of a team who want to deliver excellent high-quality services then this is the right opportunity for you.

The applicant is expected to support the clinical team, administrate day to day clinic and community visit planning and provide support to the service lead. The applicant is expected to be confident, flexible and driven to support excellent patient care.

You will be required to be well‑organised and have a fully comprehensive administrative skill set for this role.

Please note- This post will close once sufficient numbers of applications have been received.

Main duties of the job

Job Purpose

To provide a comprehensive, effective and efficient administrative support service that is service‑led and patient‑focused to all parties including personnel, patients and teams which provide services.

Administration support will be provided primarily to the Harrow Podiatry service. In this role there will be a requirement to provide administration support across specialist service in Brent and Harrow.

This is an interesting and varied role offering plenty of opportunities for personal development. It is essential that the postholder is flexible and pro‑active in their approach to the job, as the requirements of the administration team are many and varied. The postholder should be a strong team player and work with the minimum supervision and must have excellent communication skills.

About us

Just as we care about our patients' well‑being, we care about yours!

We can offer you:

• A comprehensive induction into the community service followed by a local induction to introduce you to the role
• Car lease scheme(only available for Band 5 and up)
• Flexible working options
• Training, support and development in your career

To have a full look at our benefits and what it's like working for us please go here: https://www.clch.nhs.uk/job/pay-and-benefits

Job responsibilities

Main Duties and Responsibilities

You will play a key role in providing comprehensive administrative support to the Harrow Podiatry Service and, when required, to other specialist services across Brent and Harrow. This is a varied role that combines patient‑facing responsibilities with behind‑the‑scenes coordination to ensure the service runs smoothly and efficiently.

A central part of your work will be patient and team communication. You will act as the first point of contact for patients, handling queries and concerns with professionalism and courtesy, and escalating issues to senior staff when necessary.

Youll help maintain clear and timely communication between the Podiatry teams, CSU, MDT, and external visitors, as well as arranging interpreters or patient transport when required. All communications will need to be recorded and documented accurately to support continuity of care.

Office Administration & Service Support

Your office administration duties will include organising team meetings, preparing agendas, taking minutes, and inviting speakers.

Youll maintain efficient electronic filing systems, support local inductions for new staff, and prepare general correspondence. Managing incoming thank‑you letters and patient feedback will also form part of your role, alongside creating weekly red patient folders and overseeing referral processes, including registering patients on EMIS. You may also assist with complaints handling and liaise with PALS when appropriate.

Procurement & Equipment Management

Youll be responsible for ordering and maintaining uniforms, stationery, and equipment for both clinical and non‑clinical teams. This includes supporting mobile phone ordering and troubleshooting, managing stock rooms to ensure deliveries are unpacked and stored correctly, and ordering ad‑hoc medical supplies for patients.

Youll make sure staff have the tools they need to work safely and effectively, from laptops and bags to clinical instruments.

Data, Records & Information Management

In terms of data and records, youll maintain high‑quality patient records and update clinical systems regularly. Youll keep accurate staff meeting records, update waiting time portals and service trackers, and archive patient records when required. You may also be asked to set up, review, and adjust Excel spreadsheets to support service data and KPIs, working closely with the Podiatry Service Lead to use data in achieving key performance and quality indicators.

Finally, flexibility is key. Youll provide cover for other administrators during annual leave or sickness, and may be asked to cover reception at Honeypot Lane Health Centre or other local sites. While the service primarily operates Monday to Friday, occasional weekend working may be offered depending on demand.

Ready to apply?

If you are organised, compassionate, and thrive in a varied administrative role, wed love to hear from you.

Apply now and help us deliver outstanding podiatry services to our Brent & Harrow communities.

This post will close once sufficient numbers of applications have been received. Interviews will be in‑person only - virtual interviews will not be offered.

Please refer to Job description and Person Specification for outline of skills, knowledge and experience required.

Person Specification

Education/Qualification

• Similar experience of working within an office administration role or reception role
• Educates to NVQ3 in Administration or equivalent combination of NVQ2 Administration

Experience

• Previous experience as an administrator
• Experience dealing with enquiries from the public, staff and partner organisations
• Experience in managing and maintaining databases and filing systems, maintaining stationary/stock levels
• Experience or prioritising workload to meet conflicting demands
• Experience of utilising scanner, printer and photocopier
• Experience of organising local meetings
• Experience of working in the NHS/Public sector
• Experience of dealing with the public both face to face and via telephone

Skills and knowledge

• Competent in the use of Microsoft applications
• Ability to meet the required IT skills for the post
• Good organisation and administrative skills and the ability to use office systems effectively

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.

£29,651 to £31,312 a year per annum inclusive of HCAS