About this role
Job summary
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.
Main duties of the job
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.
About us
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 availablefor 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.
Job description Job responsibilities
1 KEY RESULT AREAS
Responsibility for Patients
Contact with patients will be direct; dealing with enquiries, mostly on the telephone, on occasions 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 managers 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.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING Essential
5 GCSEs or equivalent including Maths and English IT qualification - ECDL NVQ Business administration L2, NVQ Customer Service L2 or equivalent experience
KNOWLEDGE & EXPERIENCE Essential
IT skills - use of all Microsoft programmes - Word, Excel, PowerPoint
Desirable
Experience of working with and communicating with people Working as part of a team Experience of working under pressure and to deadlines Experience of working in the NHS Able to prioritize workload with conflicting deadlines and escalate appropriately to more senior staff.
SKILLS & ABILITIES Essential
Experience of hospital IT systems, PAS, DPR, Systm1, ICE "Can do" attitude.
Desirable
Excellent verbal communication skills, including being able to deal with people with communication difficulties Good written skills/record keeping Experience of Minute taking for meetings on all levels Self-motivation and reliability and able to work under pressure Ability to respond positively to change Excellent time management skills Engage in CPD An interest in nutrition and Dietetics
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.
Employer details Employer name Dorset County Hospital NHS Foundation Trust
Address Dorset County Hospital
Williams Avenue
Dorchester
DT1 2JY
United Kingdom
Employer's website https://www.dchft.nhs.uk/working-for-us/ (Opens in a new tab)