Community Dietetics Services Co-ordinator

Job description

Job responsibilities

Job description attached (with person spec)

Job Summary:

The post holder will provide comprehensive administrative and secretarial support to the Home Enteral Nutrition (HEN) Team and Dietetic Team for Children with Special Educational Needs and Disabilities (SEND) resolving day to day problems independently. Make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with departmental, Trust and national standards, policies and procedures. Act as a source of advice and guidance, and the first point of contact for enquires for the HEN and SEND Teams. Coordinate the preparation of meetings, agendas and minutes, taking appropriate follow up action as required.

The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.

The post holder will be a key member of the HEN and SEND Teams and will undertake roles and responsibilities in accordance with the grade and nature of the post. These will include specific project work and full meeting facilitation.

The post holder will provide line management and supervision to other administrative staff working within the HEN and SEND Teams.

Key Result Areas & Performance:

To provide consistent and efficient administrative support

Demonstrate effective time management and workload prioritisation

To ensure confidentiality of information, both verbal and written, at all times

To support the HEN and SEND Team Service Leads with administrative tasks

Ensure continuous review of administration policies and procedures

Implement and develop new processes and guidance in order to secure efficient and effective operation of the service

Develop and maintain standard operating procedures in relation to the work of the Head of Nutrition and Dietetics

Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust systems, as determined by the role, ensure all relevant data is collected and input accurately in line with the Trust guidelines.

Share ideas for potential service improvement

Provide an efficient and comprehensive secretarial and clerical service to the HEN and SEND leads on a day-to-day basis and be fully involved member of the Community Dietetics teams

To act in the role of Fire Marshall for the HEN Team base.

Workforce

Provide line management, supervision and advice to other administrative staff working in the HEN and SEND Teams. This will include carrying out one to ones, PDRs, sickness management and performance review as required.

Support and co-ordinate administrative task schedules for Dietetic Assistants and HEN Support workers within the HEN and SEND Teams

To be involved with recruitment of Band 3 and Band 4 staff within the HEN and SEND Teams

To provide administrative support for the recruitment of other roles within the HEN and SEND Teams

Financial

To oversee entry of invoices/financial data in order to cross charge and re-bill appropriately, including the request for credits

To check budget statements/invoices (Identify anomalies, reconcile/rectify anomalies, take appropriate action/escalate)

Deal with private invoices

Retrieve data relating to the supply of goods

To process documentation relating to the supply of goods

To be familiar with the SBS ordering system, using it appropriately and liaising with Supplies department as necessary

To understand ordering and monitoring of Community Enteral Feeding Supplies for tube fed adults and children in Lambeth, Southwark and Lewisham

To oversee the process for ordering and monitoring the provision of enteral feeding supplies of adults and children referred to the HEN Team for budget management only

To oversee stock control management of clinical and stationary supplies for the HEN and SEND Teams

Partnerships - Communications and Relationships

To use initiative in handling queries, based on knowledge of the departments, within the boundaries set by the HEN and SEND Service Leads

To be the central point of contact for the HEN and SEND Teams as requested

In a courteous and professional manner, respond positively and promptly to enquiries and incoming calls/emails taking suitable course of action as necessary, liaising with others as appropriate

Greet and receive guests who are visiting the HEN Team

To communicate sensitive and complex information to individuals/other service users or departments

To liaise with professional staff/managers and other colleagues outside of the service

To deal with freedom of information requests on behalf of therapy services as requested

To work collaboratively with other teams and organisations as appropriate to the role, such as the acute Nutrition and Dietetics Teams at Lewisham and Greenwich NHS Trust, the Community Head and Neck Cancer Therapy Team, Community Childrens Nursing Teams, the Enteral Feeding Company

Typing which includes correspondence of a varied, complex, unpredictable nature

Writing reports including graphical presentation of statistics / finance / human resources / other information

Create PowerPoint presentations

Create and update forms for data collection

Maintain spreadsheets and provide reports, as detailed, and also include analysis of trends and producing reports for service development

To compose letters as required

To type correspondence, medico-legal reports, minutes and other documents

To design and type patient hand-outs and booklets, service profiles, standards and keep all changes up to date in handbooks.

To utilise the Teams Electronic Patient Records Systems for inputting patient information and retrieving reports and data. This includes the Electronic Patient Registration & Records System of the Enteral Feeding Company providing supplies to adults and children on the HEN Team caseloads

To co-produce the Team Newsletter, alongside HEN-SEND Team staff

General

Meetings Management

Organise venues and facilities

Send out meeting invites and confirm attendances

Preparation of agendas and minutes, taking minutes, transcribes and distributes agreed documents.

Attend team meetings

Organise a schedule of required meetings for the forthcoming year in co-operation with the HEN and SEND Service Leads and or Clinical Leads

Participate in meetings with the Enteral Feeding Company as requested by the HEN Team Service Lead, such as Community Contract Review Meetings and meetings with the Enteral Feeding Company Patient Services Team

Represent the HEN and SEND Teams at the relevant Building User Group Meetings and other meetings relating to office and/or administrative processes

To support with the organisation of the HEN-SEND Team away day, training sessions and CPD events

Service Management Support

Produce ad-hoc and routine reports for HEN and SEND service Leads, Allied Clinical Services/Children and Young People Divisions and Southeast London commissioners, including graphical presentation

Gathering and interpreting detailed information to support manager e.g. Complaints, incidents etc.

Maintain clinical governance log including complaints database

Co-ordinate and collate monthly reports for Community Performance on behalf of HEN and SEND Team Service Leads

Co-ordinate and facilitate induction programmes for staff as required

General Office Activities

Organise Set up and maintain appropriate systems to facilitate the efficient retrieval of information

Retrieve information as requested from a variety of sources including the internet and the resource centre

Manage diaries

Train all departmental staff and others to understand office activities and procedures

Collation and presentation of staff departmental information as required

Implement actions from departmental risk assessment as required

To be familiar with Eroster, updating rotas and inputting of staff absence

Participate in appropriate training and developmental activities

Set up and maintain appropriate systems for the management of the HEN and SEND Team Offices, including purchasing and maintenance of equipment, such as office/IT equipment, pool car, anthropometric equipment including weighing scales, parking permits

Report incidents and complaints, to the Trust and/or Enteral Feeding Company

Investigate and/or respond to complaints and incidents as delegated by the HEN and SEND Service Leads

Ensure compliance with health and safety regulations by following Trust policies and procedures and conducting risk assessments, coordinating training sessions and seeking advice from LGT support services to maintain a safe and compliant workplace, escalating any risks/ areas of concern to HEN and SEND Team service leads

Person Specification

Qualifications & Training

Essential

• Educated to Degree level
• Equivalent experience in health, nutrition, administration or related field

Experience

Essential

• Office Administration Experience
• Supervising other team members
• Line management
• Task delegation
• Working with and managing patient confidential data
• Diary management
• Experience of working as part of a team
• Maintaining good working relationships across a range of staff levels both internally and externally
• Excellent communication skills - verbal and written
• Good planning and organisational ability

Desirable

• NHS/Healthcare Experience
• Computerised ordering of goods
• Previous administrative experience in a similar environment
• Electronic Patient Records Systems

Knowledge

Essential

• Thorough working knowledge of Microsoft office packages. Including Word, PowerPoint & Excel
• Excellent understanding of general office working procedures
• Ability to organise information
• Ability to produce data visualisations e.g. graphs and reports of statistical data
• Business writing skills (letters, emails)
• Good telephone manner
• Able to work alone or with others

Desirable

• Working knowledge of Power BI
• Working knowledge of AI packages

Personal Qualities

Essential

• oProblem solving approach oAble to prioritise workload oSelf-motivation oAbility to work under pressure oAble to use own initiative oAble to multitask oUnderstands limits of own responsibilities

Personal Qualities

Essential

• Problem solving approach
• Able to prioritise workload
• Self-motivation
• Ability to work under pressure
• Able to use own initiative
• Understands limits of own responsibilities
• Able to multitask

Personal Qualities

Essential

• Problem solving approach
• Able to prioritise workload
• Self-motivation
• Ability to work under pressure
• Able to use own initiative
• Able to multitask
• Understands limits of own responsibilities

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

Waldron Health Centre, Amersham Vale, SE14 6LD

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)