Dietetic Office Manager

Detailed job description and main responsibilities

Secretarial Duties

To take and transcribe minutes of meetings ensuring action points are raised and completed where necessary, and liaising with the Dietetic Manager / Dietitians as required and ensure cover from the admin team when unavailable

To assist dietetic manager and dietitians in preparation for training and meetings by organising room bookings, arranging refreshments, etc.

To ensure the departmental patient and staff filing systems are maintained by the admin team in accordance with Departmental Standards and Data Protection Act requirements

To work with the Dietetic Manager in the development and introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting the dietetic and admin team in its implementation and on-going delivery / maintenance to ensure effective office management.

To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary

To work with the dietitians to produce resources, diet sheets, leaflets etc to agreed quality standards

To accurately entered bank shifts on health roster

To open promptly and deal with all forms of correspondence appropriately

Financial and Procurement duties

To order stock and non-stock items as authorised by the dietetic manager

Obtain quotations, update supplier information, raise requisitions maintain accurate records of invoices and orders via the Trust’s finance and procurement system, ensuing delivery in a timely manner.

Line Management

To lead on the recruitment, selection and induction of the dietetic admin team

To be responsible for the day-to-day management of the dietetic admin team including allocation of work, monitoring absence, arranging cover, training needs and initial investigation of complaints, performance issues and sickness

To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times and providing day to day supervision where required.

To be responsible for carrying out personal development reviews for all dietetic admin team staff

To approve annual leave for the admin team ensuring the service is adequately covered at all times in all locations.

To approve expenses for the admin team via the Trust’s expense system

Implement policies and propose changes to practices, procedures for own area and develops administrative policies.

To monitor and audit compliance of office and admin policies and procedures ensuring:

Efficient out-patient admin systems including the monitoring of outpatient access plans and waiting lists ensuring patients are seen within agreed timescales

All patient data is entered within agreed timescales

Patient literature is up to date and available for use by dietitians in agreed locations o Stock control of stationery and office equipment

DESMOND Service

To be responsible for ensuring DESMOND trainers (Registered Nurses, Dietitians and Lay trainers), venues, refreshments and equipment are booked for the required number of sessions to meet contractual requirements.

Ensure admin procedures relating to the booking, outcoming and evaluating DESMOND are completed in a timely manner.

To ensure best use of staff, venues, training materials and equipment resources within budget constraints.

To deal with queries from DESMOND trainers, GP’s, Patients and regarding referrals and availability and content of the group sessions.

To monitor patient evaluations and proactively resolve issues raised, escalating to the dietetic manager as appropriate

To order stock and non-stock items as authorised by the dietetic manager from the DESMOND National Office and arrange for these to be supplied to relevant areas.

To check time sheets for DESMOND trainers and ensure they are accurately entered on health roster.

Stock Control

To ensure departmental stocks of stationary, office equipment and general supplies are available and maintain an orderly office working environment.

To ensure training equipment and resources is available at all structured group education sessions and is well maintained and replaced as required

To ensure adequate stocks of patient literature are maintained and order as required

Patient-related duties

During periods of high demand including episodes of planned and unplanned leave:

To input patient referrals, activity and discharge information on EMIS

To undertake new patient appointment bookings for all dietetic clinics

To undertake cancellation and rebooking of clinics and appointments as required

To send standard appointment letters to patients

Communication Skills and Working Relationships:

To communicate / negotiate with a wide range of personnel internally and externally regarding the planning, organisation and evaluation of DESMOND group sessions

To communicate with purchasing and procurement teams to co-ordinate departmental orders

To liaise with IT and communication system staff to ensure that relevant electronic processes are supported as required.

To provide training and support to the admin team

To participate in the induction of new dietitians and dietetic students on admin systems

To support clerical assistants undertaking out-patient and general administrative tasks ensuring they are able to manage their own workload

To support the dietetic manager and dietitians with the day to day running of the department