Administrator, Diabetes Service

St Helens and Knowsley Teaching Hospitals NHS Trust


This job is now closed

Job summary

Applications are invited for this new post which has been developed to provide administrative support to the Children and Young Peoples Diabetes Team.

The postholder will work closely with this team of Consultants, Paediatric Diabetes Nurse Specialists, Dietitians and Clinical Psychologist who pride themselves on achieving high standards of care.

Applicants are required to have RSA typing/word processing Level 2 or equivalent along with NVQ Level 3 in Business Administration or equivalent experience and have excellent communication and organisational skills

Interviews to be confirmed

Main duties of the job

  • Assisting in the preparation of the CYPD Team Annual Report and Quality Ward Round presentation.
  • Set up a database of patients on pump therapy to monitor contacts, clinic attendance, and pump orders.
  • Be responsible for ordering all HbA1C test kits, pumps/pump consumables.
  • Run reports from Twinkle and Report Builder as required as part of own role and as requested by members of the CYPD Team.
  • Arrange school/nursery educational visits for the Team ensuring all educational resources are readily available and up to date.
  • In the absence of the Diabetes Personal Medical Secretary, generate clinic letters from Twinkle, ensuring these are processed and a copy made available on EDMS.
  • Support the Team in the organisation of the annual activity weekend (Newlands) supported by the WISH parent support group.

About us

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our '5 Star Patient Care' strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:

  • Acute Trust of the Year HSJ Awards November 2019
  • Trust rates Outstanding by the CQC Inspection August 2018
  • Top 100 places to work in the NHS (NHS Employers and Health Service Journal)
  • Best acute Trust in England for quality of care for the 3rd year running (NHS Staff Survey)

In the NHS Staff Survey 2020 the Trust scored the highest marks in the following areas;

  • Quality of care
  • Staff engagement
  • Support from managers

Job description

Job responsibilities

  • To be the administrator of the Twinkle Diabetes Paediatric Management System ensuring that all information is current and accurate. Recording all admissions and patient activity on the system. Preparing regular reports to identify any gaps in information and highlighting these to the CYPD Team.
  • Maintain database of consultant allocations for all patients.
  • The CYPD Team offers all patients 4 appointments each year; these are arranged before the beginning of each audit year to ensure clinics are populated with the appropriate cohort of patients. The post holder will play a pivotal role in the organisation of these clinic appointments.
  • Identify young people due to transition to adult services within the audit year, working closely with the Teams Transition lead to arrange joint transition clinics with the adult diabetes team and updating the Twinkle System once the patient has transitioned to adult services.
  • Prepare clinic lists from Twinkle and Careflow systems on a weekly basis; identifying which patients have outstanding investigations (in line with Best Practice Tariff criteria) and ensure downloads from pumps are printed in advance and ready for clinics.
  • Process referrals for retinopathy and podiatry and, when results received, ensure these are uploaded onto Twinkle database.
  • Act as a point of contact for the Team, taking messages and relaying them to the appropriate team member in a timely manner.
  • Ensure the information required for the National Paediatric Diabetes Audit submission is accurate and complete by ongoing assessment of progress towards the required goals throughout the year.
  • Regularly monitor progress towards achieving Best Practice Tariff criteria, in particular monitoring uptake of investigations and retinopathy screening.
  • Assist with preparation for peer reviews ensuring that all relevant information is gathered and stored centrally ready for submission.
  • Support the Team in the production and development of Clinical Guidelines, Policies and Information Leaflets related to Paediatric Diabetes.

Person Specification



  • Educated to GCSE standard/equivalent or higher
  • RSA/OCR typing/word processing Level II or equivalent
  • NVQ Level 3 in Business Administration or equivalent experience)



  • Strong IT skills with knowledge and experience of standard Microsoft Office packages
  • Experience of working in an office environment undertaking administration work
  • Experience of dealing with members of the public in situations which require a sympathetic and sensitive approach.
  • Experience of working in an office environment undertaking administration work
  • Sound understanding of the confidential nature of the role


  • Knowledge of internal IT systems
  • Understanding of corporate objectives of the Trust
  • Understanding of audit and survey to assist with the work of the CYPD Team, including satisfaction surveys and audit updates.
  • Knowledge of national, local and regional diabetes policies / legislation /guidelines relating to children and young people



  • Ability to communicate professionally at all levels in a helpful, courteous and empathic manner.
  • Excellent organisational skills
  • Ability to organise own workload effectively and prioritise to meet deadlines
  • Ability to work independently showing initiative and predicting solutions and actions that support the CYPD Team
  • Ability to establish and maintain good working relationships
  • To remain calm and measured under pressure

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

St Helens and Knowsley Teaching Hospitals NHS Trust




L35 5DR

Employer's website (Opens in a new tab)

For help with your application, contact:

Fiona Healey


Date posted

20 October 2021

Pay scheme

Agenda for change


Band 3


£20,330 to £21,777 a year per annum pro rata



Working pattern


Reference number


Job locations



L35 5DR

Supporting documents

If there's technical issues with the website, contact:



0300 330 1013

Outside UK:

+44 300 330 1013

Opening times:

Monday to Friday: 8am to 6pm

Saturday: 9am to 3pm

Closed Bank Holidays including Easter Sunday, Christmas Day, Boxing Day and New Year's Day.