Diabetes & ADoN Administrator

Job description

Job responsibilities

Administrative Support

• Good clerical skills such as retrieving information and recording data on a computer system.
• Undertake administrative tasks with exceptional attention to detail, for example, management of AdoNs diary, scheduling appointment, booking room/meetings
• Take accurate telephone messages
• Access IT system, NHS Mail and follow the Trust message taking policy.
• Minute taking
• Support the ADoN to produce reports and presentations.

• Medway & Outpatient appointments

  • Book all diabetic patients for follow up appointments and add to Twinkle.
  • Booking all PDSN ad-hoc clinics and rooms.
  • Print off all patients BPT(Best Practice Tariff) list for all clinics.
  • Checking date of patients last annual review.
  • Create the blood form packs.
  • Support team with other bookings (i.e.: interpreters).
  • Update patient details including GP details & NHS No (needed for Twinkle).

  • Adolescent Clinic

    • To contact all the patients when there is an adolescent clinic and remind them of their appointment (adolescent clinic only - happens 4 times a year).
    • Update front sheet pre-adolescent clinic.

    Twinkle (Diabetes database)

    • Setting up clinics.
    • Ensuring that all children who need an annual review are booked for one.
    • Input all the clinic information into Twinkle i.e., height and weight, HbA1c, treatment.
    • Check all patients have had eye screen and input it into twinkle (patients over 12 only). If they DNA then contact centre and rebook.
    • Log e-mails to patients on Twinkle as a contact.
    • Log psychology appointments as a contact.
    • Log contacts to hospital
    • • Book all meeting rooms MDT and HbA1c Meeting.
      • Take minutes for meetings.Check telephone messageson the dayshe is working and contact us any urgent queries we will follow up straight away.

        Eye Screening >12years

        • Complete referral for eye screening after 12th Birthday
        • Chase results and file in notes

        Education & Events

        • Book rooms for education.
        • Help build education packs.
        • Help organise structured education events outside the hospital setting.
        • Support team in all diabetes events by sending out save the dates letters and or e-mails and confirming attendance.
        • Support team with Digi bte if necessary.

        Diabetes Meeting.

      • Book all meeting rooms MDT and HbA1c Meeting.
      • Take minutes for meetings.

      Pump patients

      • Start pump form applications for new patients.
      • Yearly pump renewal consumable forms.

      Assisting PDSN

      • Check telephone messageson the dayshe is working and contact us any urgent queries we will follow up straight away.

        Psychology

        • Ensure reports from the Psychology team are available to the clinicians.

        • NPDA

          • Assist PDSN in submitting data to NPDA (National Paediatric Diabetes Audit)

          PECOS

          • Assist Finance with invoices
          • Check and receipt invoices

          Other

          • Input on a spread sheet any patient that does not belong to Whittington but has attended A&E, or had an admission on Ifor, this is to keep track of extra work.
          • File outpatient letters from other hospitals.
          • Travel letters.
          • Vaccination letters.
          • List of e-mails and consent.
          • Set up telephone clinics and letters. 2x/week.
          • Booking first school visit for newly diagnosed & informing school nurse.
          • Booking new device session at school.
          • Send out Christmas cards (<16 years).
          • GP request forms for prescription.
          • Order kid sack and build newly diagnosed pack for Ifor Ward.
          • Checking answerphone messages.
          • Being responsible for

          Manage Electronic diaries

          • Annual Leave, Sick Leave, and Study Leave

Person Specification

Education / Qualifications

Essential

• Educated to GCSE level (or equivalent) with emphasis on Numeracy and Literacy

Desirable

• NVQ Level 2 in Business Admin
• Customer Care Course

Skills & Abilities

Essential

• Ability to cope in a busy environment
• Excellent interpersonal and communication skills
• Excellent organisational and self-management skills
• Ability to accurately record information and an understanding of why this is important
• Ability to sensitively handle difficult situations
• Ability to work as part of a team and on own initiative

Knowledge & Experience

Essential

• Previous administration experience
• Knowledge/Experience of Word, Excel and Databases
• Knowledge and understanding of confidentiality issues

Desirable

• Knowledge of Medical Terminology
• Experience of working within the NHS

PERSONAL QUALITIES

Essential

• Motivated and Flexible
• Enthusiastic and positive with a 'can do' approach
• Polite and helpful attitude
• Reliable
• Commitment to delivering patient-centred services

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

Whittington Hospital NHS Trust

Address

Whittington Hospital NHS Trust

Magdala Avenue

London

N19 5NF

Employer's website

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