Job summary
This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System
Organisations within scope are as follows:
1. Hampshire and Isle of Wight Integrated Care Board
2. Southern Health Foundation Trust
3. Portsmouth Hospitals University NHS Trust
4. University Hospital Southampton
5. Solent NHS Trust
6. South Central Ambulance Service
7. Isle of Wight NHS Trust
8. Hampshire Hospitals
Portsmouth Dietitians are looking for administration assistants to support the running of our busy clinical teams based at Queen Alexandra Hospital and at Rodney Road centre. We currently have vacancies at both sites.
This role is a mixture of telephone interaction with patients and carers, use of hospital information systems to book and rearrange appointments across multiple locations along with general administration duties to support the smooth running of the dietetic teams.
You will be based in the offices working alongside the clinical teams. We aim to be flexible but do require a presence in the office to deal with incoming enquiries during normal office hours.
Portsmouth Dietitians are a friendly and supportive team of 30 dietitians and support staff providing acute and community dietetics to adults and children across the Portsmouth and South East Hampshire Area. We cover a large university hospital, a number of smaller community hospitals and provide outpatient activity across a variety of settings.
Main duties of the job
9. To provide administrative support to the Portsmouth Dietitians Service based at Queen Alexandra Hospital / Rodney Road Centre. Posts will be based at one of these sites with requirement to work across both sites on occasion.
10. To work co-operatively with colleagues to support the functions of the Dietetic Department and over 30 Dietitians operating from 2 separate office bases across Portsmouth and South East Hampshire.
About us
Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.
Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust.
Job description
Job responsibilities
1.Toensure the efficient operation of the Dietitians Outpatient Clinics operatingwithin Trust and department guidelines - duties include: operating thecomputerised outpatient appointment system;arranging appointments in person and on the telephone with patients andtheir relatives; sending appointment letters following the partial bookingsystem; filling empty slots; ensuring clinic notes are to hand; liaising withdietetic manager about clinic cover, requesting patient transport andinterpreters.
2.Toprocess referrals received via post / fax / group email inbox, adding patientdetails to the data base. Tracking notesto and from Rodney Road Centre.
3.Todeal with enquiries and problems from patients, Health Professionals and thegeneral public on the telephone using discretion and judgement.
4.Totake messages and deal with them as appropriate, ensuring relevant dietitiangets the appropriate message. (Dietitians are frequently out of thedepartment/single handed etc).
5.Toprepare clinics, ensuring all notes are available for dietetic clinics.
6.Touse the Hospital IT systems pertaining to the post using PAS, ICE, outpatientbooking & SBS.
7.Tomanage virtual waiting rooms using the Trust approved platform.
8.Totype, reports, minutes, flow charts, tables, as required.
9.Totype diet sheets and patient information materials and to follow departmentalprocedures for cataloguing, distributing and stocking these items.
10.Toundertake photocopying, filing, sending e-mails and maintaining stocks ofstationery/office materials/product literature
11.Toundertake management of old notes for storage.
12.Toprioritise workload and to work without supervision in a professional andefficient manner.
13.Ableto work in a different location to support dietetic administration if required.
14.Toundertake other duties relevant to the post as may be determined by the OfficeTeam Leader or Dietetic Service Manager.
Person Specification
Qualifications
Essential
11. GCSE Maths and English grade C
12. Word processing or equivalent qualification.
13. IT qualification an advantage eg ECDL / word processing or equivalent.
14. NVQ2 in Business Administration or equivalent qualification
Experience
Essential
15. Office organisation and word processing skills.
16. Experience of dealing with the public on the telephone.
17. Office experience including healthcare environment.
18. Familiar with miscellaneous office IT packages.
19. Working with hospital patient information systems
20. Familiar with medical terminology
Skills and Knowledge
Essential
21. Keyboard skills.
22. Proficient in word processing and Outlook Email, Excel. Powerpoint, .
23. Reception/customer care experience.
24. Ability to function in a busy environment
25. Experience of outpatient clinic booking system.
26. Confidence in managing several different IT systems
27. Excellent communication, telephone and interpersonal skills
28. Ability to prioritise tasks and remain calm in a busy environment.