Job summary
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
An exciting opportunity has arisen to help provide a high level, competent, comprehensive administrative support toour Nutrition and Dietetic department. We are looking for a post-holder who can work collaboratively with other administration colleagues to ensure clinical administration tasks are completed appropriately such as appointments and correspondence within acceptable timescales while maintaining patient confidentiality.
The post-holder will work as part of the administrative team to meet overall service priorities and targets, across both our bases at Gee House and Mosley Hall Hospital. This will require close liaison with clinical and support staff across the Division, other clinical teams, patient services, and service users and prioritise workload independently; identifying urgency; highlighting problems and taking appropriate action to prevent or solve problems where necessary.
You will be asked to provide cross-cover within the administration teams at times of short staffing levels to ensure the smooth delivery of services within our service and across all our other sites. The service also supports apprentices including possibilities for dietetic apprenticeships in the future.
Main duties of the job
This is a key role within Enteral Feeding. This post will have specific responsibility for the ordering and authorisation for home enteral feeding supplies under the supervision of the Lead Nutrition Nurse. This position will involve monitoring and projecting spend, raising call off orders, handling invoices and preparing reports.
The position will work as part of the administration team and share the responsibility for the team workload.
To receive and authorise discharges of all enterally fed patients into the community and work with the dietetic and nursing team to ensure the patient is allocated to the correct contract..
Maintain a working knowledge of the common problems experienced by patients on enteral feeding and their families.
Responsible for the placement of call off orders for enteral feeding suppliers and monitoring spend against these to reduce waste and cost.
To take bookings over the phone from the public and professionals including sending out confirmation and reminder letters as required
To make and send out appointments following receipt of referrals which includes consulting referral criteria and liaising with patients on receipt of phone call to determine patient's choice of venue, date and time. To liaise with clinics/community organisations to organise times and dates for sessions.
Full duties in JD attached
About us
Birmingham Community Nutrition provides a comprehensive community citywide service for the Birmingham CCG and employs over 80 staff. We also support the training of dietetic students from two higher education institutions (A, B & C placements).
Benefits of working for Birmingham Community Nutrition include free parking at all community venues, excellent access to IT equipment to work remotely, up to date office facilities and comprehensive admin support dedicated to the service.
The department has a structured approach to Clinical Governance and your personal development via preceptorship, annual appraisals, clinical supervision and training opportunities. Career development, flexible working and staff support are given high priority in the Trust, whose goal is to be a truly inclusive organisation and a great place to work
Job description
Job responsibilities
To develop a working knowledge of enteral feeding equipment, its uses and a comprehensive understanding of the risks posed to patient safety if such equipment is not provided in the quantity and frequency required.
To be a key point of contact for all aspects of enteral feeding administration across all Divisions of the Trust and the wider Birmingham health economy.
To develop and maintain accurate stock control for all enteral feeding equipment and keep records of usage for all clinical nursing teams.
To liaise with acute and community dietetic colleagues and nutrition nurses following notification of stock shortages which may impact on patient safety.
Provide training, support and guidance to staff across all clinical areas who manage enteral feeding patients to ensure effective ordering systems are in place.
To enable rapid and timely communication and sharing of information regarding enteral feeding patients between community and local acute trusts, for example sending documented clinical information on behalf of health professionals.
To monitor all enteral feeding invoices for approval by Head of Birmingham Community Nutrition, highlighting any anomalies (such as incorrect contract allocations / incorrect ancillaries) to the managing clinician / lead nutrition nurse where necessary and taking action to correct these.
To develop close links with the Procurement and Finance teams within the Trust to ensure enteral feeding patients receive the necessary equipment for enteral feeding and source alternative products when usual stock is unavailable.
To use Microsoft Applications (e.g Excel, Word) for the setting up and maintaining of spreadsheets and databases.
To monitor, manage and respond to all communications via email and post relating to enteral feeding supplies in line with local procedures.
To use own initiative to organise your workload; responding appropriately to workload needs arising from staffing levels, showing a clear ability and understanding to prioritise and meet deadlines.
Liaison with the contracted enteral feeding company to provide a timely and safe discharge into community for enterally fed patients, checking that they fall within the criteria for Birmingham Community Nutrition to fund these patients and that the correct clinical equipment is ordered, following a set of defined criteria.
Full duties in JD attached
Job description
Job responsibilities
To develop a working knowledge of enteral feeding equipment, its uses and a comprehensive understanding of the risks posed to patient safety if such equipment is not provided in the quantity and frequency required.
To be a key point of contact for all aspects of enteral feeding administration across all Divisions of the Trust and the wider Birmingham health economy.
To develop and maintain accurate stock control for all enteral feeding equipment and keep records of usage for all clinical nursing teams.
To liaise with acute and community dietetic colleagues and nutrition nurses following notification of stock shortages which may impact on patient safety.
Provide training, support and guidance to staff across all clinical areas who manage enteral feeding patients to ensure effective ordering systems are in place.
To enable rapid and timely communication and sharing of information regarding enteral feeding patients between community and local acute trusts, for example sending documented clinical information on behalf of health professionals.
To monitor all enteral feeding invoices for approval by Head of Birmingham Community Nutrition, highlighting any anomalies (such as incorrect contract allocations / incorrect ancillaries) to the managing clinician / lead nutrition nurse where necessary and taking action to correct these.
To develop close links with the Procurement and Finance teams within the Trust to ensure enteral feeding patients receive the necessary equipment for enteral feeding and source alternative products when usual stock is unavailable.
To use Microsoft Applications (e.g Excel, Word) for the setting up and maintaining of spreadsheets and databases.
To monitor, manage and respond to all communications via email and post relating to enteral feeding supplies in line with local procedures.
To use own initiative to organise your workload; responding appropriately to workload needs arising from staffing levels, showing a clear ability and understanding to prioritise and meet deadlines.
Liaison with the contracted enteral feeding company to provide a timely and safe discharge into community for enterally fed patients, checking that they fall within the criteria for Birmingham Community Nutrition to fund these patients and that the correct clinical equipment is ordered, following a set of defined criteria.
Full duties in JD attached
Person Specification
Qualifications / training
Essential
- GCSEs (Including Maths and English at Grade A-C) or equivalent
- NVQ Level 3 Business Admin or equivalent
- Competent keyboard skills to RSA/OCR 2 or equivalent
- Working knowledge of Excel
Desirable
- NVQ Level 4 Business Admin or equivalent
Experience
Essential
- Experience of working with the public and professionals
- Relevant administrative experience to a very high standard
- Demonstrates ability to handle people in a courteous and sensitive manner, taking into account their individual needs
- Able to work autonomously using own initiative
- Experience and understanding of the needs of patients who are unable to eat and drink.
- Experience and understanding of the needs of socially and culturally isolated groups
- Experience of establishing and maintaining databases
- General experience of ordering procurement and finance in the public/private sector
Desirable
- Experience of training others from a wide variety of backgrounds
Skills & Knowledge
Essential
- Excellent verbal and written communication skills including the ability to generate correspondence from a verbal / written brief.
- Able to produce accurate, error free, well presented material to a very high standard.
- Have an excellent knowledge of medical terminology.
- Computer literate to include Microsoft Office tools, Internet, Rio or equivalent.
- Able to communicate in stressful or contentious situations
- Excellent organisational and planning skills when organising events, meetings, training etc.
- Ability and confidence to show initiative where required.
- Ability to speak in a clear and articulate manner, dealing with people in a courteous and diplomatic manner
- Excellent management skills, work prioritisation and planning skills.
- Ability to develop and maintain appropriate filing systems, both electronic and paper
- Able to monitor data trends, highlighting under or over performance
- Computer literacy - use of bespoke software, creation of databases, Excel formula, Procurement systems and invoice authorisation (PIM).
Skills
Essential
- Ability to develop and maintain appropriate filing systems, both electronic and paper
Personal qualities
Essential
- An ability to work well with others
- Able to make a positive contribution to effective team work
- An ability to communicate effectively with people on all levels
- Reliable ,Punctual showing good time management skills
- Demonstrates an understanding of Equal Opportunities
- Demonstrates ability to use initiative and take ownership
- Willing to undertake a range of tasks and activities
- Shows flexibility and initiative in planning workload of self and the wider admin team and welcomes challenges
Other job requirements
Essential
- Ability to be independently mobile to attend venues within the Trust
Person Specification
Qualifications / training
Essential
- GCSEs (Including Maths and English at Grade A-C) or equivalent
- NVQ Level 3 Business Admin or equivalent
- Competent keyboard skills to RSA/OCR 2 or equivalent
- Working knowledge of Excel
Desirable
- NVQ Level 4 Business Admin or equivalent
Experience
Essential
- Experience of working with the public and professionals
- Relevant administrative experience to a very high standard
- Demonstrates ability to handle people in a courteous and sensitive manner, taking into account their individual needs
- Able to work autonomously using own initiative
- Experience and understanding of the needs of patients who are unable to eat and drink.
- Experience and understanding of the needs of socially and culturally isolated groups
- Experience of establishing and maintaining databases
- General experience of ordering procurement and finance in the public/private sector
Desirable
- Experience of training others from a wide variety of backgrounds
Skills & Knowledge
Essential
- Excellent verbal and written communication skills including the ability to generate correspondence from a verbal / written brief.
- Able to produce accurate, error free, well presented material to a very high standard.
- Have an excellent knowledge of medical terminology.
- Computer literate to include Microsoft Office tools, Internet, Rio or equivalent.
- Able to communicate in stressful or contentious situations
- Excellent organisational and planning skills when organising events, meetings, training etc.
- Ability and confidence to show initiative where required.
- Ability to speak in a clear and articulate manner, dealing with people in a courteous and diplomatic manner
- Excellent management skills, work prioritisation and planning skills.
- Ability to develop and maintain appropriate filing systems, both electronic and paper
- Able to monitor data trends, highlighting under or over performance
- Computer literacy - use of bespoke software, creation of databases, Excel formula, Procurement systems and invoice authorisation (PIM).
Skills
Essential
- Ability to develop and maintain appropriate filing systems, both electronic and paper
Personal qualities
Essential
- An ability to work well with others
- Able to make a positive contribution to effective team work
- An ability to communicate effectively with people on all levels
- Reliable ,Punctual showing good time management skills
- Demonstrates an understanding of Equal Opportunities
- Demonstrates ability to use initiative and take ownership
- Willing to undertake a range of tasks and activities
- Shows flexibility and initiative in planning workload of self and the wider admin team and welcomes challenges
Other job requirements
Essential
- Ability to be independently mobile to attend venues within the Trust
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).
Employer details
Employer name
Birmingham Community Healthcare NHS FT
Address
Birmingham Community Nutrition, Technical Block, First Floor and Annex
Gee Business Centre, Holborn Hill,
Birmingham
B7 5JR
Employer's website
https://www.bhamcommunity.nhs.uk/ (Opens in a new tab)
