Dietetic Administrator

Job overview

Exciting opportunity for a 12 month fixed term cover of Band 3 Dietetic Administrator. Joining a small friendly administrative  team,  covering specialist dietetic teams across inpatient and outpatient activities. within a busy office with frequent interruptions and changing demands. Providing a strong mixed skill set to ensure efficient and effective running services.

Main duties of the job

Using PAS to book clinics, process letters and capture adhoc contacts

Dealing with email and telephone queries from patients, familes and external providers / agencies

Room booking - bookwise across multi sites

Attending meetings - may be required to take/ produce minutes

Supporting clinical staff during day with tasks.

Detailed job description and main responsibilities

1                 KEY RESULT AREAS

Responsibility for Patients

• Contact with patients will be direct; dealing with enquiries, mostly on the telephone, on occasion’s face to face contact, making appointments and recording personal details.

Responsibility for Policy and Service Development

• The post-holder works with other members of the team to maintain and support departmental/Trust practice and procedures. The post holder will be required to follow all relevant Trust policies and adhere to departmental guidelines at all times. The post holder may be asked to comment on local policies and procedures where they relate to clerical or secretarial issues.

Responsibility for Financial and Physical Resources

Other Key Result Areas

• Where designated by line manager, ensure that adequate stationery stocks are available and other ordering when requested
• Ensure resources are used economically
• Telephone and face-to-face enquiries from patients, relatives and staff are dealt with efficiently and with understanding and action taken as appropriate, in consultation with clinical staff.
• Efficient administration of the dietetic appointments, Creating and pulling clinics, maintaining PAS systems and local databases as required, and any amendments to these tasks.
• Activity such as scanning to DPR to ensure paperless records maintained.
• Appointment letters are produced accurately and sent out appropriately.
• Amend and cancel appointments as appropriate.
• Attend and participate at meetings as appropriate. When agreed take minutes.
• The post holder works as part of a team to ensure that an element of cross cover is provided.
• All tasks are organised and produced to high standards and time managed to ensure completion of tasks in a timely manner.
• Photocopying and laminating when requested to.
• Post is sorted and distributed appropriately.
• To be an active member of the team.
• General administrative duties for the admin team and dietetic team as and when necessary.
• Organise and prioritise own workload whilst working as part of a busy team.

Other duties commensurate with the grade and as requested by the line manager.

Responsibility for Staff

• The post holder may be required to demonstrate duties to new starters or other staff members or students, if required.

Responsibility for Information Resources

• Efficient and effective use is made of the various computer systems to ensure the accurate recording of patient information and record-keeping functions, including PAS.
• Filing and documentation is maintained using established Trust/departmental systems.
• Clerical systems are developed and maintained appropriately.
• Reception/clerical tasks are completed to the required standards and within specified time scales, including filing, photocopying and answering the telephone.
• Typing documents/letters as and when necessary.

Responsibility for Research and Development

• The post holder may be required to participate in departmental audits, or Trust surveys, for example, the staff survey.

Physical Skills

• Work in allocated office locations and working from home with prior agreement of manager’s approval
• The post holder will be required to use a VDU for a large proportion of the working day
• Transport/handle equipment to facilitate own work e.g. laptop, patient information, admin equipment and stationery supplies

Analytical & Judgement Skills

Planning & Organisational Skills

• Plan and organise own multifaceted workload on a daily basis to ensure completion of tasks and effective use of time
• Maintain organisation despite frequent interruptions and adjust plans in response to new information
• Provide cover for other dietetic colleagues during periods of absence with adequate training
• Plan and organise events such as education sessions and awareness weeks.