Detailed job description and main 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.

Patient & Team Communication 

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.

You’ll 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.

You’ll 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

You’ll 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.

You’ll 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, you’ll maintain high-quality patient records and update clinical systems regularly. You’ll 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. You’ll 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, we’d 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.