Band 3 Therapy Administrator

3 weeks ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
We have an exciting opportunity for you to join us in our Dietetic team as a Team Administrator.

We are looking for an enthusiastic, motivated and organized person, who would like the opportunity to provide the administrative support for our small friendly diabetes (3 days per week) and weight management/ bariatric dietetic service(2 days per week).

**Main duties, tasks & skills required**:
The post holder will provide administrative and secretarial support to a team of dietitians. This will involve typing documents, support the process around referrals and associated clinics, telephone contact with a range of professionals and with clients of the service, maintenance of office systems and inputting of information on patient database and data collection.

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

**Job description**:
1.Communication:

- To provide a point of contact for service users
- Provide patients with non-clinical advice and information on a range of issues including appointment queries
- Notify patients of new or changes to appointments
- Meet and greet patients communicating in a sensitive and courteous manner
- Liaise with medical and nursing staff and other multi-disciplinary teams regarding patient appointments / pathways
- Deal effectively with complaints either face to face or on the telephone, and escalate concerns where necessary
- Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation
- Accurately record telephone messages and other enquiries and refer as appropriate
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

2.Analytical and Judgemental Skills/ Freedom to Act:

- Ability to analyse and extract complex data sets in relation to patient information from several different sources
- Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
- Ability to recognise situations that should be referred onto the Supervisor/Line Manager and take prompt and appropriate action
- Identify capacity shortfalls in clinical areas and escalate appropriately
- Ensure patients are listed in chronological order unless clinical priority determines otherwise
- Identify long waiting list patients and any breaches in policy
- Check eligibility of patients and randomise and register patients to trials according to protocol requirements as appropriate

3.Planning and Organisational:

- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
- Ensure case notes are located, collected and prepped for patients attending clinics following the Trust checking procedures
- Scheduling of patients into clinics ensuring they meet capacity
- Where required by job role assist in ensuring that protocol required tests/procedures are undertaken to the schedule within specific protocols
- When booking appointments ensure that patient accessibility needs are met. Ensure that patients' appointments meet the requirement of the NHS 18 week.
- Advise patients of appointment times, these could be generated via GP Referral or internal request
- Organise interpreters if required to meet the needs of the patient
- Follow up any do not attend (DNAs)
- Undertake work that has been prioritised by the Supervisor / Line Manager
- Book and monitor room bookings
- Identify shortfalls in staffing and request bank staff
- Arrange Porters / Patient Transport, sample collection / delivery as requested
- Support discharge

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