Job summary
This is an exciting opportunity for an enthusiastic, capable and motivated individual to join our team as the Dietetic secretary/administrator based with the Community Dietetic team at Estover Health Centre.
The role is interesting and demanding, and will require someone who is flexible, able to work well within a busy environment, and can demonstrate their ability to prioritise and organise their workload.
The ideal candidate must have a flexible 'can do' attitude and the ability to use own initiative with excellent communication/interpersonal and IT skills.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
The post holder will be required to :
To provide secretarial and administrative support to the Dietetic service line
To maintain and update office filing system
To maintain waiting list in accordance to waiting list guidelines eg booking processes
To take a flexible approach to your work
Ensuring patient/staff confidentiality at all times
The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
Please see attached job description for the full main responsibilities .
For example :
- To provide secretarial and administrative services to the Manager of Nutrition & Dietetics/ team leaders and the dietetic team as required.
- To deal with frequent telephone calls from wards, patients, carers, relatives, consultants, health care professionals and other agencies.
- To take appropriate action with regard to telephone calls from patients, GPs and other Agencies using initiative within broad guidelines outlined by trust and departmental policies
- To be responsible for co-ordinating the appointments for clinics in an efficient and timely manner including booking appointments, transport and requesting patient notes within the appropriate appointment system
Job description
Job responsibilities
Please see attached job description for the full main responsibilities .
For example :
- To provide secretarial and administrative services to the Manager of Nutrition & Dietetics/ team leaders and the dietetic team as required.
- To deal with frequent telephone calls from wards, patients, carers, relatives, consultants, health care professionals and other agencies.
- To take appropriate action with regard to telephone calls from patients, GPs and other Agencies using initiative within broad guidelines outlined by trust and departmental policies
- To be responsible for co-ordinating the appointments for clinics in an efficient and timely manner including booking appointments, transport and requesting patient notes within the appropriate appointment system
Person Specification
Qualifications
Essential
- o5 GCSEs grade 9-4 (A - C grade) or equivalent or equivalent qualification/ equivalent demonstrable experience
- oRSA II standard or equivalent
- oNVQ Level 3 in Business administration or equivalent demonstrable experience.
Desirable
- oFormal training Waiting List and Booking Systems.
Knowledge and Experience
Essential
- oPrevious demonstrable admin & clerical / secretarial experience
- oPrevious demonstrable experience of appointment systems and waiting list policy
- oDemonstrable experience with windows, word and excel
Desirable
- oPrevious demonstrable experience in a large clinical setting
- oPrevious demonstrable experience of waiting list management
- oPrevious demonstrable experience as Senior secretary/admin / team leader role
Aptitude and abilities
Essential
- oAbility to work calmly and methodically in a busy environment
- oAbility to accurately touch and audio type
- oExcellent communication and interpersonal skills
- oProven organisational skills
Attitude and other factors
Essential
- oTeam member
- oConfident in dealing with people at all levels
- oFlexibility to cover colleagues during absences
- oDemonstrate an understanding of confidentiality and can work in a confidential manner
Desirable
- oAbility to deal with angry or distressed patients/carers in a sensitive manner
Person Specification
Qualifications
Essential
- o5 GCSEs grade 9-4 (A - C grade) or equivalent or equivalent qualification/ equivalent demonstrable experience
- oRSA II standard or equivalent
- oNVQ Level 3 in Business administration or equivalent demonstrable experience.
Desirable
- oFormal training Waiting List and Booking Systems.
Knowledge and Experience
Essential
- oPrevious demonstrable admin & clerical / secretarial experience
- oPrevious demonstrable experience of appointment systems and waiting list policy
- oDemonstrable experience with windows, word and excel
Desirable
- oPrevious demonstrable experience in a large clinical setting
- oPrevious demonstrable experience of waiting list management
- oPrevious demonstrable experience as Senior secretary/admin / team leader role
Aptitude and abilities
Essential
- oAbility to work calmly and methodically in a busy environment
- oAbility to accurately touch and audio type
- oExcellent communication and interpersonal skills
- oProven organisational skills
Attitude and other factors
Essential
- oTeam member
- oConfident in dealing with people at all levels
- oFlexibility to cover colleagues during absences
- oDemonstrate an understanding of confidentiality and can work in a confidential manner
Desirable
- oAbility to deal with angry or distressed patients/carers in a sensitive manner
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.
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).
Additional information
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.
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).
