Diabetes Administration Assistant

Job description

Detailed job description and main responsibilities

1 To be responsible for the administration of all the Diabetes Education programmes including coordination of the waiting lists. To ensure that all waiting list data is correct and up to date and that action is taken to amend any data errors.

2 To work with, support, liaise and ensure a smooth handover to other Diabetes Education administrators and other members of the team as necessary.

3 To act as a contact point for queries and enquiries for the Community Diabetes team. Ensure Data Quality standards are met and confidentiality is maintained at all times.

4 To arrange the bookings / hire of community venues for face to face group education and update all relevant systems.

5 To arrange the bookings for virtual group education, 1-2-1 video and telephone calls with educators and update all relevant systems.

To contact patients directly to invite, chase and promote attendance at clinic appointments.

7 Ensure all telephone calls and emails to the office are answered promptly and efficiently and that all contact is dealt with in a courteous manner.

To send confirmation letters and emails to ensure that relevant appointment documentation is received by the patient.

9 To ensure that letters and emails received are filed correctly and that filing is kept up to date. Attention to detail and accuracy is essential.

1 To liaise with other team members, the Diabetes Multidisciplinary Team and GP practices, as required.

1 Prepare all relevant documentation for educators prior to the education session commencing.

1 To ensure the correct booking of interpreters where necessary.

1 Data input of confidential information, including databases, spreadsheets, Word and SystmOne must be accurate.

To support the clinical team in arranging and supporting educational events for both patients and health care professionals.

1 Create and implement new data/activity recording systems for the Diabetes Service.

1 Running & Collating audits and activity reports from Diabetes systems Diamond, PIMS, SystmOne, internal spreadsheets etc.

1 Manage and prioritise own workload to ensure that the Diabetes team receives the level of support they require, agreeing priorities and working to deadlines.

1 To act as IT Champion to promote the development of IT based processes and extend the use of IT systems to create efficiencies.

1 Record and maintain statistics for the Diabetes Service and the Trust Information Services.

2 Assisting in the production (formatting, proof reading etc) of Health & Education resources.

2 Any other ad hoc duties that may be requested by the ICDS Lead .

Person specification

Qualifications

Essential criteria

• ECDL qualification
• Good general education

Desirable criteria

• experience of administration postition

Experience

Essential criteria

• Experience of appointment proceedures
• Able to communicate both verbally and in writing

Desirable criteria

• experience of administration postition

Knowledge

Essential criteria

• IT skills equivalent to RSA2, NVQ2
• Ability to work under pressure

Desirable criteria

• Methodical approach to work
• Attention to detail

QUALITIES

Essential criteria

• Enthusiastic and Self-Aware
• Team focused
• Reliable, Adaptable and Dependable

Desirable criteria

• Methodical approach to work

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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