Dietetic Administrator

Administration

Along with the other members of the Admin & Clerical team, to provide a comprehensive administrative service to the Dietetic Service Manager, Dietetic Team Leaders and the Dietitians within the department of Nutrition and Dietetics liaising with a wide range of people and agencies both internally and externally. The tasks completed by the Admin & Clerical team include:

·        Checking new outpatient referrals daily using the E-referral service and EPR. Uploading referrals and making appointments in the appropriate clinic. Contacting patients’ to inform them if appointments have changed.

·        Initial triaging of outpatient referrals, using knowledge and own judgement to determine in appropriate for OUH dietetic appointment or if required arranging onward referral to the appropriate service.

·        Booking all dietetic outpatient appointments using EPR, reviewing clinic lists and maintaining up to date records on EPR accordingly in line with the OUH Elective Access Policy.

·        Ensure that appropriate action is taken following both patient and hospital cancellations, such that the utilisation of service capacity is maximised. Ensure cancellations are appropriately scheduled in accordance with Trust Policy, and escalate as required.

·        Monitor waiting lists and breaches, and where possible arrange appropriate appointments / Harm Reviews for these patients.

·        Determining and arranging any special needs for patient appointments including interpreter services, transport, etc and communicating this clearly with patients, carers and dietitians.

·        Managing the stock control of feeding tubes across the hospital/s and stationery across the dietetic department/s.  Invoicing ward areas for feeding tubes regularly through Finance.  Research/order office equipment and new tubes as required.

·        Responsibility for the management of department equipment.  Ensuring adequate supplies are kept and maintenance of equipment and facilities.

·        Contributing to the overall management of the office environment, liaising on issues of accommodation, furnishings etc.

·        Support orientating and inducting new staff, including issuing name badges, addressing Health and Safety issues, and being a point of contact for any queries.

·        Planning and maintaining multiple office rotas, circulation slips/office bleep list/on-call lists/staff lists and department rota’s informing all sites and switchboard accordingly.

·        Inputting data into spreadsheets and databases, producing reports to show dietetic activity across the trust and extrapolating as required.

·        Booking medical notes for dietitians in and out on EPR - organising their collection and return.

·        Any ad hoc administrative duties such as photocopying, filing, sending GP letters, emailing staff, recording annual, sick, study, compassionate leave, for all staff.

·        Support with invoices and usage from external companies as required.

To organise and co-ordinate work with the other departmental administrators and provide support and cover in their absence.

Liaise with the dietetic assistants and support them, as required.

Communication

Focal point for communication within the department, receiving patients, guests, visitors, enquirers efficiently, ensuring their queries are answered or they are transferred onto the most appropriate person;

·        Deal with staff, service users and other agencies sensitively and positively. Provide reassurance and support to patients and their families, in difficult circumstances and/or when distressed

·        Use own judgement in ensuring effective communication to patients and their families, including advising the appropriate service or clinic for patients

·        Respond to communication and queries including email, face to face and regular telephone calls in a timely manner

·        Effectively represent the department through regular information contacts and networks. To be able to demonstrate overall knowledge of the department, together with more detailed knowledge of specific service areas

·        Communicate a variety of complex and sensitive information effectively and to a high standard both orally and in writing. This may include but is not limited to; hospital procedure and government targets, admission and discharge information.

·        Responding to correspondence on behalf of Managers and draft correspondence as appropriate.

Arrange out-patient appointments both by telephone and by EPR system.  Responsible for the upkeep of the EPR system clinic lists / schedules.

To liaise and work closely with all members of the A&C team across sites. Liaise with the Therapies A&C team to provide / request support as required

Organisation and Planning

Work with the service manager to design and implement clinic templates to ensure efficient and effective utilisation of clinic and clinician time.

Actively support the working groups of the Dietetic Department including Diet Sheet Group, Digital Group, etc. This may include:

·        Assisting in updating and producing Oxfordshire Dietetic resources, diet sheets and patient information literature

·        Attending, coordinating, or being secretary for working group meetings

·        Contributing to the service development and advising on proposed changes to procedures / resources, etc.

Support Student Training Lead as required. Sending out student induction information and assisting in organising honorary contract, smartcards, computer access, etc. Help facilitate a Dietetics Open Day annually. Collate list of attendees throughout the year, arrange volunteers, evaluation forms and honorary contracts and assist with the smooth running of the day.

Key recruitment support including welcoming interview candidates, explaining procedures and introducing to interviewer, photocopying identity documents.

Giving support to new and junior members of staff by listening/advising/explaining procedures or formalities.

Taking responsibility for chasing quotes/deadlines from internal departments and external organisations.

Organising and preparing meetings, chairing and taking minutes when necessary, arranging room bookings, equipment provision and oversee setting up.  Responding to follow up actions as required.

Taking responsibility on behalf of the Dietetic Services Manager for tasks and systems that can appropriately be delegated to the Administrator.

In the absence of the Dietetic Assistants help wherever possible e.g.  supplying non-contract feeds to ward staff and keeping records up to date, taking messages from wards relating to patients specific feed /meal requests.

Data Collection

Updating EPR according to outpatient activity. Produce monthly statistics on out-patient waiting times, referral data and clinic activity.

Creating, updating and monitoring clinical databases for audit/monitoring purposes for use trust wide. Keeping the enteral feeding tube clinical databases updated monthly for use across sites and by the Clinical Nurse Specialist and able to access and answer queries as requested. Complete stock takes annually.

Support, distribute and collate patient and staff surveys. Complete appropriate staff surveys.

Produce urgent reports from dietetic activity database for management information and staff appraisals on regular basis within specified timeframes.

Information Technology

Demonstrate good computer system and keyboard skills.

I.T. ‘Superuser’ – ability to act on behalf of IM&T department to help with minor problems in local area close to Dietetics (i.e. faulty printer, email, network log on). Manage and oversee rollout of I.T. equipment to the department, i.e. desktop PC’s, laptop, printers.  Liaising with I.T. procurement, arranging set-up/network log on and compatibility.

Responsibility for contacting outside companies for software specific to Dietetics as required. Arrange procurement, delivery and installation.

Website Co-ordinator – update the Dietetic intranet page as and when required.

Health & Safety

To act as Health and Safety Lead taking an active role in the following:

Department Fire Marshall - ensure staff attend fire training, keeping record of attendees, ensure staff are aware of fire policy and evacuation procedure for department including use of extinguishers and fire exit routes

Responsible for maintenance of Health and Safety manual and spreadsheet, actively encouraging staff to keep all Trust mandatory and statutory training up to date. Liaising with Health and Safety Representatives from each site for up to date information. 

Incident Reporting - encourage and advise staff to complete Incident Report form when necessary

Feedback any health and safety issues at department meeting as a regular agenda item.

General Responsibilities

Take responsibility for planning own workload to achieve necessary deadlines

Develop knowledge of the dietetic service including the types of clinics / appointments available and for which patients. This will help using own judgement to arrange / re-arrange the most appropriate appointment for patients

Maintain expertise and robust working knowledge of the Trust Patient Access Policy, attending training and contributing to pathway redesign as required.

Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures. To take responsibility for own Continuous Professional Development by attending appropriate courses.

Participate in annual appraisal, identifying own development and training needs, setting personal development objectives and writing an annual report.