Exciting opportunity for a 12 month fixed term cover of Band 3 Dietetic Administrator. Joining a small friendly administrative team, covering specialist dietetic teams across inpatient and outpatient activities. within a busy office with frequent interruptions and changing demands. Providing a strong mixed skill set to ensure efficient and effective running services.
Using PAS to book clinics, process letters and capture adhoc contacts
Dealing with email and telephone queries from patients, familes and external providers / agencies
Room booking - bookwise across multi sites
Attending meetings - may be required to take/ produce minutes
Supporting clinical staff during day with tasks.
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to provide outstanding care for people in ways which matter to them, and our vision is Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that some applicants may choose to use artificial intelligence (AI) tools to assist in preparing their application materials. While this is not discouraged, we kindly remind candidates that all submissions must be truthful and accurately reflect your own experiences and suitability for this role.
Personal integrity and authenticity are central to our recruitment process. We value honesty and appreciate applications that are genuine and representative of the individual behind them.
Right to Work in the UK: This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
1 KEY RESULT AREAS
Responsibility for Patients
- Contact with patients will be direct; dealing with enquiries, mostly on the telephone, on occasion’s face to face contact, making appointments and recording personal details.
Responsibility for Policy and Service Development
- The post-holder works with other members of the team to maintain and support departmental/Trust practice and procedures. The post holder will be required to follow all relevant Trust policies and adhere to departmental guidelines at all times. The post holder may be asked to comment on local policies and procedures where they relate to clerical or secretarial issues.
Responsibility for Financial and Physical Resources
- Where designated by line manager, ensure that adequate stationery stocks are available and other ordering when requested
- Ensure resources are used economically
Other Key Result Areas
- Telephone and face-to-face enquiries from patients, relatives and staff are dealt with efficiently and with understanding and action taken as appropriate, in consultation with clinical staff.
- Efficient administration of the dietetic appointments, Creating and pulling clinics, maintaining PAS systems and local databases as required, and any amendments to these tasks.
- Activity such as scanning to DPR to ensure paperless records maintained.
- Appointment letters are produced accurately and sent out appropriately.
- Amend and cancel appointments as appropriate.
- Attend and participate at meetings as appropriate. When agreed take minutes.
- The post holder works as part of a team to ensure that an element of cross cover is provided.
- All tasks are organised and produced to high standards and time managed to ensure completion of tasks in a timely manner.
- Photocopying and laminating when requested to.
- Post is sorted and distributed appropriately.
- To be an active member of the team.
- General administrative duties for the admin team and dietetic team as and when necessary.
- Organise and prioritise own workload whilst working as part of a busy team.
Other duties commensurate with the grade and as requested by the line manager.
Responsibility for Staff
- The post holder may be required to demonstrate duties to new starters or other staff members or students, if required.
Responsibility for Information Resources
- Efficient and effective use is made of the various computer systems to ensure the accurate recording of patient information and record-keeping functions, including PAS.
- Filing and documentation is maintained using established Trust/departmental systems.
- Clerical systems are developed and maintained appropriately.
- Reception/clerical tasks are completed to the required standards and within specified time scales, including filing, photocopying and answering the telephone.
- Typing documents/letters as and when necessary.
Responsibility for Research and Development
- The post holder may be required to participate in departmental audits, or Trust surveys, for example, the staff survey.
Physical Skills
- Work in allocated office locations and working from home with prior agreement of manager’s approval
- The post holder will be required to use a VDU for a large proportion of the working day
- Transport/handle equipment to facilitate own work e.g. laptop, patient information, admin equipment and stationery supplies
Analytical & Judgement Skills
Planning & Organisational Skills
- Plan and organise own multifaceted workload on a daily basis to ensure completion of tasks and effective use of time
- Maintain organisation despite frequent interruptions and adjust plans in response to new information
- Provide cover for other dietetic colleagues during periods of absence with adequate training
- Plan and organise events such as education sessions and awareness weeks.
