Dietetics Administration Assistant inSouthsea inSouthsea PUBLISHED TUE 19 NOV 2024

This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System

Organisations within scope are as follows:

• Hampshire and Isle of Wight Integrated Care Board
• Southern Health Foundation Trust
• Portsmouth Hospitals University NHS Trust
• University Hospital Southampton
• Solent NHS Trust
• South Central Ambulance Service
• Isle of Wight NHS Trust
• Hampshire Hospitals

Portsmouth Dietitians are looking for administration assistants to support the running of our busy clinical teams based at Queen Alexandra Hospital and at Rodney Road centre. We currently have vacancies at both sites.

This role is a mixture of telephone interaction with patients and carers, use of hospital information systems to book and rearrange appointments across multiple locations along with general administration duties to support the smooth running of the dietetic teams.

You will be based in the offices working alongside the clinical teams. We aim to be flexible but do require a presence in the office to deal with incoming enquiries during normal office hours.

Portsmouth Dietitians are a friendly and supportive team of 30 dietitians and support staff providing acute and community dietetics to adults and children across the Portsmouth and South East Hampshire Area. We cover a large university hospital, a number of smaller community hospitals and provide outpatient activity across a variety of settings.

1. To provide administrative support to the Portsmouth Dietitians Service based at Queen Alexandra Hospital / Rodney Road Centre. Posts will be based at one of these sites with requirement to work across both sites on occasion.
2. To work co-operatively with colleagues to support the functions of the Dietetic Department and over 30 Dietitians operating from 2 separate office bases across Portsmouth and South East Hampshire.

About us

1. To ensure the efficient operation of the Dietitians Outpatient Clinics operating within Trust and department guidelines - duties include: operating the computerised outpatient appointment system; arranging appointments in person and on the telephone with patients and their relatives; sending appointment letters following the partial booking system; filling empty slots; ensuring clinic notes are to hand; liaising with dietetic manager about clinic cover, requesting patient transport and interpreters.

2. To process referrals received via post / fax / group email inbox, adding patient details to the data base. Tracking notes to and from Rodney Road Centre.

3. To deal with enquiries and problems from patients, Health Professionals and the general public on the telephone using discretion and judgement.

4. To take messages and deal with them as appropriate, ensuring relevant dietitian gets the appropriate message. (Dietitians are frequently out of the department/single handed etc).

5. To prepare clinics, ensuring all notes are available for dietetic clinics.

6. To use the Hospital IT systems pertaining to the post using PAS, ICE, outpatient booking & SBS.

7. To manage virtual waiting rooms using the Trust approved platform.

8. To type, reports, minutes, flow charts, tables, as required.

9. To type diet sheets and patient information materials and to follow departmental procedures for cataloguing, distributing and stocking these items.

10. To undertake photocopying, filing, sending e-mails and maintaining stocks of stationery/office materials/product literature

11. To undertake management of old notes for storage.

12. To prioritise workload and to work without supervision in a professional and efficient manner.

13. Able to work in a different location to support dietetic administration if required.

14. To undertake other duties relevant to the post as may be determined by the Office Team Leader or Dietetic Service Manager.