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Dietetic Secretary / Administrator

Job Description

We are looking for a Dietetic Administrator to join our busy hospital-based team of Dietitians. The Dietetic Administrator plays a critically important role in supporting our service, to ensure smooth-running dietetic outpatient service and office environment. Key aspects of the role include:

• Managing dietetic referrals
• Coordinating clinics and booking dietetic appointments
• Managing stationary and enteral feeding tube stock, ordering and payments
• Providing administrative support to the Dietetic Manager and wider department.

• Checking new outpatient referrals daily using the E-referral service and EPR. Uploading referrals and making appointments in the appropriate clinic. Contacting patients’ to inform them if appointments have changed.
• Initial triaging of outpatient referrals, using knowledge and own judgement to determine in appropriate for OUH dietetic appointment or if required arranging onward referral to the appropriate service.
• Booking all dietetic outpatient appointments using EPR, reviewing clinic lists and maintaining up to date records on EPR accordingly in line with the OUH Elective Access Policy.
• Ensure that appropriate action is taken following both patient and hospital cancellations, such that the utilisation of service capacity is maximised. Ensure cancellations are appropriately scheduled in accordance with Trust Policy, and escalate as required.
• Monitor waiting lists and breaches, and where possible arrange appropriate appointments / Harm Reviews for these patients.
• Determining and arranging and special needs for patient appointments including interpreter services, transport, etc and communication this clearly with patients, carers and dietitians.
• Managing the stock control of feeding tubes across the hospital/s and stationery across the dietetic department/s. Invoicing ward areas for feeding tubes regularly through Finance. Research/order office equipment and new tubes as required.
• Responsibility for the management of department equipment. Ensuring adequate supplies are kept and maintenance of equipment and facilities.
• Contributing to the overall management of the office environment, liaising on issues of accommodation, furnishings etc.
• Support orientating and inducting new staff, including issuing name badges, addressing Health and Safety issues, and being a point of contact for any queries.
• Planning and maintaining multiple office rotas, circulation slips/office bleep list/on-call lists/staff lists and department rota’s informing all sites and switchboard accordingly.
• Inputting data into spreadsheets and databases, producing reports to show dietetic activity across the trust and extrapolating as required.
• Booking medical notes for dietitians in and out on EPR - organising their collection and return.
• Any ad hoc administrative duties such as photocopying, filing, sending GP letters, emailing staff, recording annual, sick, study, compassionate leave, for all staff.
• Support with invoices and usage from external companies as required.

• Deal with staff, service users and other agencies sensitively and positively. Provide reassurance and support to patients and their families, in difficult circumstances and/or when distressed
• Use own judgement in ensuring effective communication to patients and their families, including advising the appropriate service or clinic for patients
• Respond to communication and queries including email, face to face and regular telephone calls in a timely manner
• Effectively represent the department through regular information contacts and networks. To be able to demonstrate overall knowledge of the department, together with more detailed knowledge of specific service areas
• Communicate a variety of complex and sensitive information effectively and to a high standard both orally and in writing. This may include but is not limited to; hospital procedure and government targets, admission and discharge information.
• Responding to correspondence on behalf of Managers and draft correspondence as appropriate.

• Assisting in updating and producing dietetic resources, diet sheets and patient information literature
• Attending, coordinating, or being secretary for working group meetings
• Contributing to the service development and advising on proposed changes to procedures / resources, etc.

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