Administration Lead for Adult Diabetes

Job description

Job responsibilities

• Deal efficiently and effectively with enquiries from all staff, patients, and families.
• Respond to complex enquiries, provide information and non-clinical advice and guidance, resolving problems where possible.
• Sensitively provide and receive complex information using tact and adapting communication style to meet the needs of individual levels of understanding.
• Attend to all communications and enquiries when on duty and bring to the team's attention as appropriate.
• Accurately transcribe all correspondence by touch typing and audio/digital dictation or shorthand using knowledge of medical terminology.
• To develop, implement, and maintain office systems to enable the adult diabetes team to operate smoothly and effectively. This will include developing and maintaining databases, reorganising office practices, and proposing/implementing changes to policies/procedures to support improvements.
• Responsible for ordering insulin pump devices, equipment, and office supplies.
• Use of email, electronic diaries, intranet/internet. Providing general clerical duties including filing and photocopying.
• Arranging and coordinating a variety of meetings, events, conferences, workshops, presentations with various professions and agencies (including external) relating to the team's agendas and workstreams.
• Maintain the team's diary and be responsible for scheduling appointments.
• Provide accurate and confidential information to assist data entry, strictly adherent to Caldicott and Data Protection Act, and retrieval of patient information via the Trust Patient Administration System.
• Assist with the completion of the National Diabetes Audit.
• Able to work autonomously within Trust policies and procedures, whilst obtaining advice from the line manager as required.

The above job description is not intended to be exhaustive and may be subject to review in consultation with the post holder.

Person Specification

Experience and Knowledge

Essential

• Experience of communicating effectively with a variety of professionals and outside agencies
• Communicating complex, sensitive information where persuasive conversations are required
• Excellent office administration support skill set

Desirable

• Experience of working within an NHS Trust or similar healthcare setting
• Diabetes knowledge/experience
• Experience of ordering, purchasing etc

Qualification and Professional Training

Essential

• NVQ level 3 /Business qualification or equiv
• Good general standard of literacy and numeracy
• Evidence of development in previous job roles
• Maintenance of skills and knowledge base through mandatory training and work experience
• Willingness to undertake additional training, on the job and / or formally to carry out the duties required

Skills and Abilities

Essential

• Exercises Judgment when dealing with enquiries and analysing data to support & resolve
• Ability to work independently, plan and organise activities.
• Ability to work on own initiative.
• Excellent verbal and written communication skills
• Understanding of the need for confidentiality
• Demonstrate diplomacy, sensitivity, and ability to analyse situations
• Able to work both independently and as part of a team.
• Work with the team, inputting data etc
• Ability to allocate work and problem solve for the team, answer queries, and chase progress against actions

Personal Qualities

Essential

• Able to respond to incidental contact with patients.
• Team Player
• Exceptional organisational skills
• Able to work to tight deadlines
• Exceptional communication skills
• Good time management skills
• Able to work autonomously using own initiative
• Flexible approach to work to meet the needs of the service.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

George Eliot Hospital NHS Trust

Address

George Eliot Hospital NHS Trust

College Street

Nuneaton

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)