Diabetes Administration Assistant

The post holder will be responsible for the day to day administration of Community Diabetes Education programmes that are run across NHS Bedfordshire. This will include the co-ordination of the Diabetes Structured Education waiting lists for face to face and virtual education sessions.

To support the ICDS waiting list co-ordinator in the day to day administration of the service

To ensure all patients are accurately registered onto SystmOne, the Trust's Patient Information system (PiMS) and Diamond in accordance with national and local guidelines.

To liaise with patients, carers and health care professionals, sending appointments and documents to patients, organising translators and organising medical notes/referrals.

To assist with the development and ordering of educational materials / office supplies and create reports and audits.

To attend face to face and virtual team meetings and take minutes.

To use Microsoft Office software including Excel, Outlook, Word and Teams.

The post holder will be working and liaising as part of a team with other administrators and educators.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Our values

We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.

Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job

To be responsible for the administration of all the Type 2 Diabetes Education programmes including coordination of the waiting lists. To ensure that all waiting list data is correct and up to date and that action is taken to amend any data errors.

To work with, support, liaise and ensure a smooth handover to other Diabetes Education administrators and other members of the team as necessary.

To act as a contact point for queries and enquiries on the education programmes. Ensure Data Quality standards are met and confidentiality is maintained at all times.

To arrange the bookings / hire of community venues for face to face group education and update all relevant systems.

To arrange the bookings for virtual group education, 1-2-1 video and telephone calls with educators and update all relevant systems.

To contact patients directly to invite, chase and promote the services.

Ensure all telephone calls and emails to the office are answered promptly and efficiently and that all contact is dealt with in a courteous manner.

To send confirmation letters and emails to ensure that relevant appointment documentation is received by the patient.

To ensure that letters and emails received are filed correctly and that filing is kept up to date. Attention to detail and accuracy is essential.

To liaise with other team members, the Diabetes Multidisciplinary Team, GP practices and ICB as require

Prepare all relevant documentation for educators prior to the education session commencing.

To ensure the correct booking of interpreters where necessary.

Data input of confidential information, including databases, spreadsheets, Word and SystmOne must be accurate.

To support the clinical team in arranging and supporting educational promotional events for both patients and health care professionals.

Create and implement new data/activity recording systems for the Diabetes Education Service.

Running & Collating audits and activity reports from Diabetes systems Diamond, PIMS, SystmOne, internal spreadsheets etc.

Manage and prioritise own workload to ensure that the Diabetes Education team receives the level of support they require, agreeing priorities and working to deadlines.

To act as IT Champion to promote the development of IT based processes and extend the use of IT systems to create efficiencies.

Record and maintain statistics for the Diabetes Education Service and the Trust Information Services.

Assisting in the production (formatting, proof reading etc) of Health & Education resources.

Any other ad hoc duties that may be requested by the Lead Diabetes Educator or ICDS manager.