Job summary
Are you a self-motivated,
enthusiastic and adaptable individual? Are you looking for an exciting
opportunity to provide comprehensive, effective and efficient administrative
support to a busy Diabetes Specialist Nurse (DSN) team?
We are looking for an Admin
Assistant to join our service to offer quality and comprehensive admin and
secretarial support to the DSN team. The role is varied, fast paced and the
priorities of the role can change quickly, so we are looking for someone who is
both proactive and reactive.
The post requires an ability to work
both independently and as a member of the wider team. The role will involve
managing day to day office procedures and will require good organisational
skills and working knowledge of administrative systems. Applicants should have a mature and responsible
attitude and be able to demonstrate good written and verbal communication
skills. The role is office based.
Main duties of the job
Main Duties and Responsibilities
* Deal with telephone
enquiries from GP's, patients, relatives, members of the public and other
organisations
* Order insulin pump
+/or CGM with insulin pump consumables as per agreed with the DSN/Consultant
* Register patient
with insulin pump/CGM compnay
* Raise purchase
order for ongoing consumables once patient has been initiated on to the insulin
pump +/or CGM
* Raise purchase
orders for replacing out of warranty insulin pumps, CGM transmitters and any
other item needing replaced
* Raise purchase
orders for the next financial year, which are normally submitted early-mid
March
* Track orders with
insulin pump/CGM companies where there appears to be a delay in orders being
delivered to either the hospital or the patient's home address.
* Receipt invoices
that are recevied from Accounts Payable
* Address any invoice
concerns
* Liaise
with insulin pump/CGM companies and patients where issues have arisen regarding
patient accounts, deliveries of insulin pump/CGM consumables .
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do meet the minimum salary £23,200, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
* Liaise with insulin
pump/CGM company reps
* Maintain an up to
date patient database for insulin pump/CGM, noting out of warranty dates,
serial number, patient NHS numbers, GP codes and any pump switches
*
Point of contact for Finance, Diabetes DSN's and Consultants and Head of
Service.
*
Complete monthly spreadsheet for Finance in respect of that month's
insulin pump/ CGM activity
*
Access Prior Approval Tickets (from the Value Based Commissioning site)
for CGM, scan on to System1 and send EPR scanning and update yearly, approval
only validated for 1 year.
*
Send out patient appointment letters for insulin pump/CGM
starts/upgrades
*
Keep track/plan workload, i.e. registering a patient with an insulin
pump /CGM company and submitting a PO for an order cannot be done the same day.
* Organise and maintain DAFNE
(Structure Education Programme) waiting list
*
Support the Diabetes management team in a variety of administration and
clerical duties including but not limited to photocopying and filing,
collecting and opening of post, ensuring office systems are established and
adhered to.
*
Support the wider Diabetes team in producing reports, letters, and
assisting with submitting clinical audit paperwork as required.
*
Undertake surveys and audits as required.
* Ensure
all paperwork and diabetes provisions are adequately stocked and
replenished.
Job description
Job responsibilities
* Liaise with insulin
pump/CGM company reps
* Maintain an up to
date patient database for insulin pump/CGM, noting out of warranty dates,
serial number, patient NHS numbers, GP codes and any pump switches
*
Point of contact for Finance, Diabetes DSN's and Consultants and Head of
Service.
*
Complete monthly spreadsheet for Finance in respect of that month's
insulin pump/ CGM activity
*
Access Prior Approval Tickets (from the Value Based Commissioning site)
for CGM, scan on to System1 and send EPR scanning and update yearly, approval
only validated for 1 year.
*
Send out patient appointment letters for insulin pump/CGM
starts/upgrades
*
Keep track/plan workload, i.e. registering a patient with an insulin
pump /CGM company and submitting a PO for an order cannot be done the same day.
* Organise and maintain DAFNE
(Structure Education Programme) waiting list
*
Support the Diabetes management team in a variety of administration and
clerical duties including but not limited to photocopying and filing,
collecting and opening of post, ensuring office systems are established and
adhered to.
*
Support the wider Diabetes team in producing reports, letters, and
assisting with submitting clinical audit paperwork as required.
*
Undertake surveys and audits as required.
* Ensure
all paperwork and diabetes provisions are adequately stocked and
replenished.
Person Specification
Qualifications
Essential
- Good standard of education (Grade C or above in English and Maths GCSE or equivalent desirable)
- NVQ Level 2 in Business Administration or equivalent knowledge/experience (or working towards)
- Experience in administration/reception, general office procedures i.e. word, excel, email etc.
Desirable
- Experience of providing customer service
Special Skills and Knowledge
Essential
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Good numerical and word processing skills in particular Microsoft Excel and Word
- Proven organisational and inter-personal skills
- Ability to multi-task and prioritise own workload to meet identified targets
- Tactful, courteous and polite
- Eye for detail ensuring accuracy
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Able to demonstrate diplomacy, tact and sensitivity
Desirable
- Administrative experience in a workplace setting within the past 3 years
- Experience of working in a healthcare setting/previous experience of NHS administrative processes
Experience
Essential
- Experience of general office procedures
- Microsoft Office experience
- Experience of working as part of the team
- Data entry experience
- Evidence of prioritising workloads/good time management
Desirable
- Experience of working within an NHS Environment
- System1 experience
Special Requirements
Essential
- Present a professional image at all times
- Ability to travel independently across the County to fulfil the requirements of the post
Person Specification
Qualifications
Essential
- Good standard of education (Grade C or above in English and Maths GCSE or equivalent desirable)
- NVQ Level 2 in Business Administration or equivalent knowledge/experience (or working towards)
- Experience in administration/reception, general office procedures i.e. word, excel, email etc.
Desirable
- Experience of providing customer service
Special Skills and Knowledge
Essential
- Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public
- Good numerical and word processing skills in particular Microsoft Excel and Word
- Proven organisational and inter-personal skills
- Ability to multi-task and prioritise own workload to meet identified targets
- Tactful, courteous and polite
- Eye for detail ensuring accuracy
- Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Able to demonstrate diplomacy, tact and sensitivity
Desirable
- Administrative experience in a workplace setting within the past 3 years
- Experience of working in a healthcare setting/previous experience of NHS administrative processes
Experience
Essential
- Experience of general office procedures
- Microsoft Office experience
- Experience of working as part of the team
- Data entry experience
- Evidence of prioritising workloads/good time management
Desirable
- Experience of working within an NHS Environment
- System1 experience
Special Requirements
Essential
- Present a professional image at all times
- Ability to travel independently across the County to fulfil the requirements of the post
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.
