Administrator

Job overview

We are looking for an enthusiastic and motivated administrator to join our small and friendly team to provide comprehensive support for the Community Paediatric Dietitians, managing the referral process for our children, young people and their families who are referred into the service.

You will be based either at The Peacock Centre, Cambridge or The Oak Tree Centre, Huntingdon.

Why not click on the link to the Job Description and Person Specification to find out more about the role.

We look forward to receiving your application!

Main duties of the job

To provide comprehensive administrative support for the Community Paediatric Dietetics Team.  Managing the referral process for our children, young people and their families who are referred into the service.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Support and manage the patient referral process.

To use electronic patient management system to register, process, check, update and discharge patients

Type appointment letters, clinical letters and discharge letters

Maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, audio and copy typing

Respond to all queries, correspondence and issues within department in relation to specialist services

• Support the management of the 18 week wait list, escalating any issues to the Lead Practitioner.

Prioritise and manage own workload

Make suggestions and support the Admin Team Leader in introducing changes to administrative systems in line with service modernisation and integration

Support any audits required by the services relating to this department

Produce information and data relating to the services relating to this department, as required

To participate in team meetings and share good practice amongst peers within the organisation

Communication

• Communicate effectively at all levels with parents/carers, colleagues, the general public and external agencies. Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks. To answer queries from doctors, clinicians and other staff, regarding clinics and patients.

Ensure effective communication between clinical staff and administration team using various mediums such as email, Microsoft Teams, and phone calls

To assist with day to day queries into department

Ensure that all information is disseminated to staff as appropriate.

To provide data and information for reports as required

To provide narrative or description to data as required

Budgetary Responsibility

• Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc. To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared. Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation. Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services.

Order specialist equipment and consumable for services as required

Receipt goods as required

Monitor use of consumables within own area and identify areas of saving and make changes as required

People Management

To demonstrate and train staff within the remit of your tasks

To support staff undergoing induction within your department

Maintain own professional development and requirement to take part in appraisal and KSF process

Clinical and Practice Governance

Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.

Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.

The post holder must adhere to the Trust risk assessment and risk management processes

The post holder must adhere to infection control policies and procedures

Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.

The post holder must participate in clinical and other audits as required

The post holder is required to participate in relevant emergency preparedness process for their team

General

Safeguarding people responsibility

• Safeguarding children and adults at risk of abuse or neglect is a collective responsibility. There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice. Alongside this employee who are registrants are reminded of their professional duty of care. Safeguarding means protecting a citizen’s health, wellbeing and human rights; enabling them to live free from harm, abuse and neglect. It is an integral part of providing high-quality health care. Those most in need of protection include: Children and young people Adults at risk, such as those receiving care in their own home, people with physical, sensory, and mental impairments, and those with learning disabilities.

The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy.

To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors, and staff.

All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures.

This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.