Dietetics Administration Assistant

Portsmouth Hospitals University NHS Trust

The closing date is 03 December 2024

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:

Hampshire and Isle of Wight Integrated Care Board
Southern Health Foundation Trust
Portsmouth Hospitals University NHS Trust
University Hospital Southampton
Solent NHS Trust
South Central Ambulance Service
Isle of Wight NHS Trust
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

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.
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.

Date posted

19 November 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£14,618 a year

Contract

Permanent

Working pattern

Part-time

Reference number

REF1111P

Job locations

Rodney Road Centre

Southsea

PO4 8SY

Job description

Job responsibilities

1. To ensure the efficient operation of the Dietitians Outpatient Clinics operating within Trust and department guidelines - duties include: operating the computerised outpatient appointment system; arranging appointments in person and on the telephone with patients and their relatives; sending appointment letters following the partial booking system; filling empty slots; ensuring clinic notes are to hand; liaising with dietetic manager about clinic cover, requesting patient transport and interpreters.

2. To process referrals received via post / fax / group email inbox, adding patient details to the data base. Tracking notes to and from Rodney Road Centre.

3. To deal with enquiries and problems from patients, Health Professionals and the general public on the telephone using discretion and judgement.

4. To take messages and deal with them as appropriate, ensuring relevant dietitian gets the appropriate message. (Dietitians are frequently out of the department/single handed etc).

5. To prepare clinics, ensuring all notes are available for dietetic clinics.

6. To use the Hospital IT systems pertaining to the post using PAS, ICE, outpatient booking & SBS.

7. To manage virtual waiting rooms using the Trust approved platform.

8. To type, reports, minutes, flow charts, tables, as required.

9. To type diet sheets and patient information materials and to follow departmental procedures for cataloguing, distributing and stocking these items.

10. To undertake photocopying, filing, sending e-mails and maintaining stocks of stationery/office materials/product literature

11. To undertake management of old notes for storage.

12. To prioritise workload and to work without supervision in a professional and efficient manner.

13. Able to work in a different location to support dietetic administration if required.

14. To undertake other duties relevant to the post as may be determined by the Office Team Leader or Dietetic Service Manager.