We are looking for a motivated and organised individual to join our Diabetes Integrated Team as an Administrative Support Officer. This is an excellent opportunity to play a key role in supporting the delivery of high-quality diabetes care across community and primary care settings.
As part of a busy multidisciplinary team, you will provide comprehensive administrative support to ensure the smooth co-ordination of services. A core element of the role will be arranging and managing appointments for patients attending annual glycaemic reviews in GP practices and community venues.
You will act as a central point of contact for patients, staff and external stakeholders, always delivering a professional and responsive service .
Co-ordinate and book clinics and patient appointments using electronic systems
Manage clinician diaries and prioritise scheduling requirements
Handle telephone enquiries from patients and professionals, providing advice and support
Organise meetings, prepare agendas and take minutes when required
Support data collection, reporting and document distribution
Liaise with clinical staff to ensure effective service delivery
Maintain confidentiality and comply with data protection regulations
Work flexibly across sites to support team activities
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac
Main Duties of the Job
- To provide administrative support by way of organising clinics using a booking system, to appoint patients for an annual glycaemic review to be undertaken in General practices or community hubs/venues.
- Providing administration duties for the Diabetes Team.
- This role often entails travelling between multiple sites throughout the day in a timely manner according to the needs of the service.
Main Responsibilities
- Liaise with the Clinical Nurse Specialists to ensure their diaries are populated with clinics for annual glycaemic reviews.
- Gather and input data necessary to compile reports, circulate documents, including paperwork relevant to the service delivery, ensuring timely distribution.
- Providing administration duties for the Diabetes Team.
- Manage the Outlook diaries as appropriate, by scheduling appointments/clinics as required, and to bring forward relevant files as required.
- Prioritise workload and resolve conflicting diary requirements.
- To deal with telephone calls from member of the public, internal/external stakeholders who have contacted the Diabetes Integrated Team and to give advice and support to those enquiring in relation to the service delivery.
- To arrange and support meetings on behalf of the Integrated Diabetes Team to include the taking and transcribing of notes and action points as required.
- To undertake the co-ordination and processing of procurement requisitions using the Health Board Oracle system.
- Provide and receive information ensuring that all aspects of the General Data Protection Act 2018 are complied with, and internal governance policies and processes are compliant.
- To be responsible for prioritising own workload and to be able to multitask where priorities dictate.
- To be responsible for own development on a continuous basis, undertaking professional and on the job training as required.
- To provide cover, as and when required, for other members of the administration team, as congruent to grade.
- To assist in maintaining and promoting the corporate image of the Division and ABUHB, always ensuring a professional approach.
- Organise meetings including securing venues, preparing agendas and where necessary take minutes.
- Providing and receiving information on behalf of the Division and the Diabetes Integrated Team.
- Liaising with internal and external stakeholders, will sometimes need to deal with challenging telephone calls.
- Assist in the planning and organisation of activities to include meetings, service reviews and Diabetes /Divisional events.
- Working across a diverse function arranging and sometimes rescheduling activities.
- Responsibility for Information Resources postholder will have personal duty of care in relation to equipment and resources used in course of work.
- Provides information in a variety of formats and using different software packages.
- To take every reasonable opportunity to maintain and improve professional knowledge and competence.
- To participate in development activities to meet current and future departmental requirements, and personnel development goals that will be identified through regular appraisal.
- To participate in personal objective setting and review including the creation of a personal development plan.
- To be aware of all relevant standard operating procedures of all equipment used and operate within Health & Safety regulations that are appropriate.
To perform all duties with strict adherence to confidentiality, to acknowledge the sensitive nature of issues and topics discussed and to be able to use skills of tact and diplomacy
