Dietetic Office Manager

Job summary Warwickshire Dietetic Service is looking for a new Office Manager to join our friendly team.
Our department is a well-established dietetic service providing care across Warwickshire.
Are you a proactive, organised and hard working administrator with extensive skills and experience?
Do you have good communication and interpersonal skills to interact with patients and colleagues at all levels?
If so, we would love to hear from you.
You will have: Experience of working in a busy office environment where there are conflicting demands.
Be familiar with managing out-patient booking systems and NHS patient system.
Possess good keyboard skills, excellent attention to detail and have good communication skills We will support your Continuous Professional Development in line with our values and behaviours framework.
You must have independent means of travel / access to transport to be able to work in 2 main department bases.
You will be working countywide covering both George Eliot (Nuneaton) and Warwick Hospital.
Hybrid working is supported within the department and working from home flexibly up to 2 days per week is optional.
Department video: Main duties of the job To provide a specialised, comprehensive and confidential patient-centred clinical administration and secretarial service to Dietetic Manager and Dietetic Department in accordance with Departmental & Trust standards, policies and procedures.
To co-ordinate the practical day-to-day running of the dietetic office environments.
To line manage the dietetic admin team countywide and to carry out the administrative tasks linked with bank staff To provide training and support administrative staff in the department and contribute to the induction of dietetic staff.
To be responsible for the planning, organisation and booking of trainers for Structured Group Education sessions for people with Type 2 diabetes in North & South Warwickshire ensuring KPI's are achieved and reported accurately To be responsible for managing orders, invoices and stock control for the department.
This involves utilising the Trust's finance and procurement system.
To be responsible for managing the administrative processes linked with IT and communication systems in the department.
About us Come and join a Trust rated Outstanding by the CQC.
South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of values can be summed up in one sentence.
We are 'Trusted to provide safe, inclusive, effective and compassionate care'.
Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.
It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job description Job 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 Trusts 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 Trusts 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, GPs, 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 Person Specification Qualifications Essential Business administration qualification to degree level or equivalent AMSPAR or equivalent training / experience in healthcare related business management EMIS or equivalent patient electronic record system training Desirable Advanced IT skills including use of all Microsoft Office packages and / or European Computer Driving License or equivalent Experience Essential Experience of dealing with internal and external clients both face to face and through the telephone.
Experience of the development and monitoring and improvement of administrative systems.
Extensive working knowledge of Microsoft Office Previous experience managing and supervising staff Desirable Experience of data entry in a hospital patient administration system or equivalent Experience of managing orders and working with finance / procurement systems Skills Essential Articulate - Good communication skills, in person, on the telephone and via written methods, including e-mail Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken Able to accurately take minutes at meetings and word process minutes and agenda's Ability to influence and engage others both at peer and a senior level Good organisational skills and ability to prioritise tasks Demonstrates potential to be able to work under pressure Able to deal with interruptions and resume the task in hand without loss of efficiency Demonstrate understanding of patient and staff confidentiality Able to develop, organise and accurately maintain effective administrative systems Demonstrates understanding of the key functions of an office manager role Able to demonstrate admin procedures to staff and students Personal Qualities Essential Able to work as part of a team in a friendly and enthusiastic manner Ability to deal with distressing situations patients/relatives.
Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary To be able to adapt to change.
Other Essential Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques Able to adopt a flexible approach to work duties Independent means of travel / access to transport to be able to work in 2 main department bases