Admin and Clerical Support

Job Overview

We are recruiting an Administration Assistant to work within the community Dietetic Service at the Newcastle upon Tyne Hospitals NHS Foundation Trust, based at Regent Point, Gosforth. This is a part time position, working days can be agreed on appointment, although hours must include a full Monday and a Tuesday afternoon. Any queries in relation to working hours and suitability please make contact prior to application. Your role will be focussed on supporting the specialist adult weight management service, which is a dietetic-led multidisciplinary team comprising a medic, dietitians, psychologists, a physio and pharmacy. This is an exciting opportunity to join a friendly, supportive team that aims to improve the care of those in the North East. You will be part of the community dietetic administration team which comprises 3 administration colleagues providing an efficient, confidential secretarial/clerical service. You will be well supported by our office manager and through the close working of the Regent Point admin team, who support each other with cover e.g. during annual leave. You will also be part of the wider dietetic admin team working across the trust, comprising 9 admin colleagues in total, providing an efficient, confidential secretarial/clerical service.

Main duties of the job

• Communicating with patients and other health care professionals on the telephone
• Monitoring the department mailbox including retrieving referrals and uploading for triage
• Arranging appointments and sending out appointment information
• Accurately transcribing clinical correspondence including on occasions using digital dictation
• Dealing effectively with all incoming and outgoing correspondence
• Supporting typing and printing of patient resources
• Contributing to the smooth delivery of the nutrition and dietetic service through the provision of appropriate administrative support to the team
• Communicating with patients and relatives regarding appointments at the request of clinical staff
• Providing cover for the administration colleagues as required
• Providing an efficient secretarial service, including accurate copy/audio typing, photocopying, telephone, reception, booking appointments and general office duties to the dietitians at Freeman, Regent Point, and the Royal Victoria Infirmary
• Providing an efficient administrative system for community dietetic clinics
• Maintaining data entry for statistical purposes
• Providing the data for monthly or quarterly statistical reports for the project funders
• Liaising with other community services regarding referrals
• Liaising with other Dietetic Services within the Region
• Supporting other Secretaries during absences such as sickness and annual leave

Person specification

Qualifications & Education

Essential

• Good standard of general education
• RSA II Typing/Word Processing or equivalent

Desirable

• ECDL Computer qualification
• OCR or NVQ Level 2 Administration qualification

Knowledge & Experience

Essential

• Experience of working in an office environment
• Experienced in the use of Microsoft Office – PowerPoint, Excel and Access
• Experience of speaking with public via the telephone
• Knowledge of an office set up
• Knowledge of all word processing data i.e., Windows, Excel, Microsoft Outlook

Desirable

• Knowledge of office procedure
• Knowledge of Systm1
• Knowledge of E-record
• Knowledge of the Patient Administrative System (PAS)

Skills & Abilities

Essential

• Excellent keyboard skills
• Accurate and efficient approach to work
• Good communication skills
• Able to work as part of a team
• Able to prioritise own workload
• High level of IT literacy, particularly with Microsoft Office; word processing skills, experience with Microsoft Excel and Microsoft Teams
• Excellent organisational and communication skills
• Polite, patient and calm telephone manner
• Ability to support effective communication between MDT members
• Experience and confidence in dealing with occasional upset patients who may telephone the team with queries, frustrations, and concerns

Desirable

• To be able to use audio equipment

Further details / informal visits contact

Name: Samantha Barton
Job title: Lead Admin Specialist Weight Management Team
Email address: samantha.barton15@nhs.net
Telephone number: 0191 2823557
Additional information: Sam our lead admin works Wed, Thurs and Fri so please contact with queries on these days.