Dietetic Office Manager

Job description

Job responsibilities

Secretarial Duties

To take and transcribe minutes of meetings ensuring action points are raised and completed where necessary, and liaising with the Dietetic Manager / Dietitians as required and ensure cover from the admin team when unavailable

To assist dietetic manager and dietitians in preparation for training and meetings by organising room bookings, arranging refreshments, etc.

To ensure the departmental patient and staff filing systems are maintained by the admin team in accordance with Departmental Standards and Data Protection Act requirements

To work with the Dietetic Manager in the development and introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting the dietetic and admin team in its implementation and on-going delivery / maintenance to ensure effective office management.

To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary

To work with the dietitians to produce resources, diet sheets, leaflets etc to agreed quality standards

To accurately entered bank shifts on health roster

To open promptly and deal with all forms of correspondence appropriately

Financial and Procurement duties

To order stock and non-stock items as authorised by the dietetic manager

Obtain quotations, update supplier information, raise requisitions maintain accurate records of invoices and orders via the Trusts finance and procurement system, ensuing delivery in a timely manner.

Line Management

To lead on the recruitment, selection and induction of the dietetic admin team

To be responsible for the day-to-day management of the dietetic admin team including allocation of work, monitoring absence, arranging cover, training needs and initial investigation of complaints, performance issues and sickness

To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times and providing day to day supervision where required.

To be responsible for carrying out personal development reviews for all dietetic admin team staff

To approve annual leave for the admin team ensuring the service is adequately covered at all times in all locations.

To approve expenses for the admin team via the Trusts expense system

Implement policies and propose changes to practices, procedures for own area and develops administrative policies.

To monitor and audit compliance of office and admin policies and procedures ensuring:

Efficient out-patient admin systems including the monitoring of outpatient access plans and waiting lists ensuring patients are seen within agreed timescales

All patient data is entered within agreed timescales

Patient literature is up to date and available for use by dietitians in agreed locations o Stock control of stationery and office equipment

DESMOND Service

To be responsible for ensuring DESMOND trainers (Registered Nurses, Dietitians and Lay trainers), venues, refreshments and equipment are booked for the required number of sessions to meet contractual requirements.

Ensure admin procedures relating to the booking, outcoming and evaluating DESMOND are completed in a timely manner.

To ensure best use of staff, venues, training materials and equipment resources within budget constraints.

To deal with queries from DESMOND trainers, GPs, Patients and regarding referrals and availability and content of the group sessions.

To monitor patient evaluations and proactively resolve issues raised, escalating to the dietetic manager as appropriate

To order stock and non-stock items as authorised by the dietetic manager from the DESMOND National Office and arrange for these to be supplied to relevant areas.

To check time sheets for DESMOND trainers and ensure they are accurately entered on health roster.

Stock Control

To ensure departmental stocks of stationary, office equipment and general supplies are available and maintain an orderly office working environment.

To ensure training equipment and resources is available at all structured group education sessions and is well maintained and replaced as required

To ensure adequate stocks of patient literature are maintained and order as required

Patient-related duties

During periods of high demand including episodes of planned and unplanned leave:

To input patient referrals, activity and discharge information on EMIS

To undertake new patient appointment bookings for all dietetic clinics

To undertake cancellation and rebooking of clinics and appointments as required

To send standard appointment letters to patients

Communication Skills and Working Relationships:

To communicate / negotiate with a wide range of personnel internally and externally regarding the planning, organisation and evaluation of DESMOND group sessions

To communicate with purchasing and procurement teams to co-ordinate departmental orders

To liaise with IT and communication system staff to ensure that relevant electronic processes are supported as required.

To provide training and support to the admin team

To participate in the induction of new dietitians and dietetic students on admin systems

To support clerical assistants undertaking out-patient and general administrative tasks ensuring they are able to manage their own workload

To support the dietetic manager and dietitians with the day to day running of the department

Person Specification

Qualifications

Essential

• Business administration qualification to degree level or equivalent
• AMSPAR or equivalent training / experience in healthcare related business management
• EMIS or equivalent patient electronic record system training

Desirable

• Advanced IT skills including use of all Microsoft Office packages and / or European Computer Driving License or equivalent

Experience

Essential

• Experience of dealing with internal and external clients both face to face and through the telephone.
• Experience of the development and monitoring and improvement of administrative systems.
• Extensive working knowledge of Microsoft Office
• Previous experience managing and supervising staff

Desirable

• Experience of data entry in a hospital patient administration system or equivalent
• Experience of managing orders and working with finance / procurement systems

Skills

Essential

• Articulate - Good communication skills, in person, on the telephone and via written methods, including e-mail
• Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
• Able to accurately take minutes at meetings and word process minutes and agenda's
• Ability to influence and engage others both at peer and a senior level
• Good organisational skills and ability to prioritise tasks
• Demonstrates potential to be able to work under pressure
• Able to deal with interruptions and resume the task in hand without loss of efficiency
• Demonstrate understanding of patient and staff confidentiality
• Able to develop, organise and accurately maintain effective administrative systems
• Demonstrates understanding of the key functions of an office manager role
• Able to demonstrate admin procedures to staff and students

Personal Qualities

Essential

• Able to work as part of a team in a friendly and enthusiastic manner
• Ability to deal with distressing situations patients/relatives.
• Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
• To be able to adapt to change.

Other

Essential

• Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
• Able to adopt a flexible approach to work duties
• Independent means of travel / access to transport to be able to work in 2 main department bases

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

South Warwickshire University NHS Foundation Trust

Address

Warwick Hospital or George Eliot Hospital (Nuneaton)

Warwick

CV34 5BW

Employer's website

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