Paediatric Dietetic Admin Support

Job overview

As an Administrative Support within the Paediatric Dietetics Team, you will play a key role in ensuring children and families receive a positive experience of care. You will coordinate clinics, manage appointments and waiting lists, maintain accurate patient records, respond to enquiries from families and healthcare professionals, and provide essential administrative support which enables clinicians to focus on delivering high-quality patient care. This is a busy and rewarding role requiring excellent organisational, communication and IT skills.

Main duties of the job

Provide comprehensive administrative and secretarial support to the Paediatric Dietetics Service, contributing to the smooth and efficient running of the department.

Coordinate and manage paediatric dietetic clinics using CareFlow, including appointment booking, scheduling, patient portal management, clinic utilisation and appointment reminders.

Support the management of patient referrals, appointments and waiting lists, ensuring records are accurate and patients are managed in a timely manner.

Maintain electronic and paper-based records in accordance with Trust policies, Information Governance requirements and data protection regulations.

Prepare, process and distribute correspondence, clinic letters and other departmental documentation.

Act as a first point of contact for patients, families, carers, healthcare professionals and external agencies, responding to telephone and email enquiries in a professional and courteous manner.

Escalate urgent issues, concerns or queries to the appropriate clinical staff in line with departmental procedures.

Undertake general administrative duties, including filing, scanning, photocopying, data entry and maintaining departmental databases.

Monitor and order stationery and office supplies to ensure the department operates efficiently.

Work collaboratively with colleagues across the Dietetics Department and provide administrative support to the Adult Dietetics Team during periods of absence or increased service demand.

Detailed job description and main responsibilities

This post will provide comprehensive administrative support to the Paediatric Dietetics Service, ensuring the efficient coordination of hospital and community-based clinics and supporting the delivery of high-quality care to children, young people and their families.

The postholder will be responsible for coordinating patient appointments, managing referrals and waiting lists, maintaining accurate patient records, processing correspondence and responding to enquiries from patients, families, healthcare professionals and external agencies. They will work closely with dietitians and members of the wider multidisciplinary team to ensure patient pathways are managed effectively and that patients receive timely access to services.

A key aspect of the role involves supporting the management and validation of waiting lists, maximising clinic utilisation, and ensuring administrative processes are completed in a timely manner. The postholder will contribute to improving patient access, reducing delays and enabling clinical staff to focus on delivering direct patient care.

The role requires a high level of organisational ability, attention to detail, and proficiency in a range of IT systems. The postholder will maintain both electronic and paper records in accordance with Trust policies, Information Governance standards and data protection legislation.

The successful candidate will be expected to work independently using their own initiative whilst also contributing effectively as part of a busy and supportive team. They will maintain a professional and confidential approach at all times and provide administrative support across the wider Dietetics Department as required to ensure continuity of service.

Main Responsibilities

• Provide comprehensive administrative support to the Paediatric Dietetics Service.
• Coordinate and manage clinic appointments using CareFlow, Envoy and patient portal- including appointment booking, reminders and patient correspondence.
• Manage referrals, waiting lists and clinic outcomes, ensuring accurate and timely record keeping.
• Act as a first point of contact for patients, families, carers and healthcare professionals.
• Process incoming and outgoing correspondence and maintain filing systems.
• Ensure patient records are managed in accordance with Information Governance requirements.
• Maintain stock levels of office supplies and stationery.
• Escalate urgent issues appropriately to clinical staff.
• Support the Adult Dietetics Administration Team during periods of absence or increased service demand.
• Contribute to the smooth running of the department through effective communication and administrative support.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.