Job summary

An exciting opportunity has arisen for an experiencedadministrator, preferably within the NHS to be the main point of contact for PaediatricDiabetes Nurses, patients, GPs etc. Useof electronic patient systems, full Word package, email, electronic diary andappointment booking.

The candidate must have a flexible approach, beable to work as part of a team, and have highly developed interpersonal/writtenand verbal communication skills, as well as being able to prioritise a busyworkload to meet all deadlines.

Main duties of the job

Order insulin pump +/or CGM with insulin pump consumables asper agreed with the DSN/Consultant.

Register patient with insulin pump/CGM company

Raise purchase order for ongoing consumables once patienthas been initiated on to the insulin pump +/or CGM

Raise POs for replacing out of warranty insulin pumps, CGMtransmitters and any other item needing replaced

Raise purchase orders for the next financial year, which arenormally submitted early mid March.

Track orders with insulin pump/CGM companies where thereappears to be a delay in orders being delivered to either the hospital or thepatients home address

Receipt invoices that are received from Accounts Payable

Address any invoice issues

Liaise with insulin pump/CGM Company reps

Maintain an up to date patient database for insulinpump/CGM, noting out of warranty dates serial numbers, patient NHS number andGP codes and any pump switches.

Point of contact for Finance, Diabetes DSNs &Consultants and Head of Service

Appointments coordinator

About us

If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager

Tobe eligible for Health and Care Worker visa sponsorship you will usually needto be paid at least £25,600 per year

We provide hospital services from two acute sites – Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients’ homes.

At County Durham and Darlington NHS Foundation Trust our aim is to always deliver excellent care with compassion to deliver the highest quality of care our patients deserve. We value the personal skills, experiences and qualities that individuals bring to the Trust; creating an inclusive working environment to attract talented people who feel motivated, involved and able to influence the future direction of our services. The wellbeing of staff is important to us; we have a dedicated Health and Wellbeing team who provide support on a range of topics.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented

Full Job Descriptions can be found in the adverts supporting documents

Date posted

03 April 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£21,730 to £23,177 a year

Contract

Permanent

Working pattern

Full-time

Reference number

C9439-23-2613

Job locations

Bishop Auckland General Hospital

Cockton Hill Road

Bishop Auckland

County Durham

DL14 6AD

Job description

Job responsibilities

Communication and Relationship Skills

Good verbal and written communication skills are required todeal with incoming and outgoing communications appropriately.

Establish andmaintain excellent working relationships with all Trust staff to ensure arobust and efficient service is provided at all times.

Build up excellentworking relationships with all colleagues to ensure an excellent and efficientservice is provided at all times.

Ability to work as a team member, and create a good positiveworking environment.

Deal with telephone calls effectively and relay messages asappropriate.

Ensure all queriesare dealt with promptly and efficiently, escalating where appropriate.

Attend, andcontribute to, team meetings.

Capable of communicating information face to face or viaelectronic means such as E-mail or telephone.

Maintain patient and staff confidentiality, being aware ofequal opportunities and data protection legislation and quality standards.Handle sensitive information with care and discretion, ensuring compliance withthe General Data Protection Regulations 2018 and Information Governance at alltimes.

Knowledge of a basic range of routine administrativeprocedures achieved through NVQ level 2 in Administration or equivalentexperience.

Good standard of general education to GCSE level or equivalent,including Maths and English language.

Good knowledge of Microsoft Office applications includingOutlook, Excel and Word and using electronic systems. System One.

Experience of providing customer service.

Able to understand and clarify detailed instructions.

Planning and Organisational Skills

Prioritise work in order to meet identified targets.

Support the Paediatric Diabetes management team in a varietyof administration and clerical duties including but not limited to photocopyingand filing, collecting and opening of post, ensuring office systems areestablished and adhered to.

Support the wider Paediatric Diabetes team in producingreports, letters, and assisting with submitting clinical audit paperwork asrequired.

Assist patients with telephone and email enquiries.

Propose changes to practices and procedures within own areato ensure a robust and efficient service is provided at all times.

Ensure compliance with Trust policies, procedures anddepartmental protocols.

Ensure that highstandards of clerical support and administration are achieved.

Personal duty of care in relation to expensive officeequipment.

Be efficient and ableto use equipment including PC, photocopier, and fax.

Ensure all paperwork,diabetes provision is adequately stocked and replenished.

Work towards the objectives agreed in the annual appraisal.

Undertake mandatory training as required and other ad-hoctraining and education as required for the role.

Order insulin pump +/or CGM with insulin pump consumables asper agreed with the DSN/Consultant.

Register patient with insulin pump/CGM company

Raise purchase order for ongoing consumables once patienthas been initiated on to the insulin pump +/or CGM

Raise POs for replacing out of warranty insulin pumps, CGM transmittersand any other item needing replaced

Raise purchase orders for the next financial year, which arenormally submitted early mid March.

Track orders with insulin pump/CGM companies where thereappears to be a delay in orders being delivered to either the hospital or thepatients home address

Receipt invoices that are received from Accounts Payable

Address any invoice issues

Liaise with insulin pump/CGM companies and Patients whereissues have arisen regarding patient accounts, deliveries of insulin pump/CGMconsumables

Liaise with insulin pump/CGM Company reps

Maintain an up to date patient database for insulinpump/CGM, noting out of warranty dates serial numbers, patient NHS number andGP codes and any pump switches.

Point of contact for Finance, Diabetes DSNs &Consultants and Head of Service

Complete monthly spreadsheet for Finance in respect of thatmonths insulin pump/CGM activity

Access Prior Approval Tickets (from the Value BasedCommissioning site) for CGM, scan on to System1 and send for EPR scanning andupdate yearly, approval only validated for 1 year

Make and send out patient appointment letters for insulinpump/CGM starts/upgrades

Keep track/plan workload, registering a patient with aninsulin pump/CGM company and submitting a PO for an order cannot be done thesame day

Undertake surveys or audits as required.

Job description

Job responsibilities

Communication and Relationship Skills

Good verbal and written communication skills are required todeal with incoming and outgoing communications appropriately.

Establish andmaintain excellent working relationships with all Trust staff to ensure arobust and efficient service is provided at all times.

Build up excellentworking relationships with all colleagues to ensure an excellent and efficientservice is provided at all times.

Ability to work as a team member, and create a good positiveworking environment.

Deal with telephone calls effectively and relay messages asappropriate.

Ensure all queriesare dealt with promptly and efficiently, escalating where appropriate.

Attend, andcontribute to, team meetings.

Capable of communicating information face to face or viaelectronic means such as E-mail or telephone.

Maintain patient and staff confidentiality, being aware ofequal opportunities and data protection legislation and quality standards.Handle sensitive information with care and discretion, ensuring compliance withthe General Data Protection Regulations 2018 and Information Governance at alltimes.

Knowledge of a basic range of routine administrativeprocedures achieved through NVQ level 2 in Administration or equivalentexperience.

Good standard of general education to GCSE level or equivalent,including Maths and English language.

Good knowledge of Microsoft Office applications includingOutlook, Excel and Word and using electronic systems. System One.

Experience of providing customer service.

Able to understand and clarify detailed instructions.

Planning and Organisational Skills

Prioritise work in order to meet identified targets.

Support the Paediatric Diabetes management team in a varietyof administration and clerical duties including but not limited to photocopyingand filing, collecting and opening of post, ensuring office systems areestablished and adhered to.

Support the wider Paediatric Diabetes team in producingreports, letters, and assisting with submitting clinical audit paperwork asrequired.

Assist patients with telephone and email enquiries.

Propose changes to practices and procedures within own areato ensure a robust and efficient service is provided at all times.

Ensure compliance with Trust policies, procedures anddepartmental protocols.

Ensure that highstandards of clerical support and administration are achieved.

Personal duty of care in relation to expensive officeequipment.

Be efficient and ableto use equipment including PC, photocopier, and fax.

Ensure all paperwork,diabetes provision is adequately stocked and replenished.

Work towards the objectives agreed in the annual appraisal.

Undertake mandatory training as required and other ad-hoctraining and education as required for the role.

Order insulin pump +/or CGM with insulin pump consumables asper agreed with the DSN/Consultant.

Register patient with insulin pump/CGM company

Raise purchase order for ongoing consumables once patienthas been initiated on to the insulin pump +/or CGM

Raise POs for replacing out of warranty insulin pumps, CGM transmittersand any other item needing replaced

Raise purchase orders for the next financial year, which arenormally submitted early mid March.

Track orders with insulin pump/CGM companies where thereappears to be a delay in orders being delivered to either the hospital or thepatients home address

Receipt invoices that are received from Accounts Payable

Address any invoice issues

Liaise with insulin pump/CGM companies and Patients whereissues have arisen regarding patient accounts, deliveries of insulin pump/CGMconsumables

Liaise with insulin pump/CGM Company reps

Maintain an up to date patient database for insulinpump/CGM, noting out of warranty dates serial numbers, patient NHS number andGP codes and any pump switches.

Point of contact for Finance, Diabetes DSNs &Consultants and Head of Service

Complete monthly spreadsheet for Finance in respect of thatmonths insulin pump/CGM activity

Access Prior Approval Tickets (from the Value BasedCommissioning site) for CGM, scan on to System1 and send for EPR scanning andupdate yearly, approval only validated for 1 year

Make and send out patient appointment letters for insulinpump/CGM starts/upgrades

Keep track/plan workload, registering a patient with aninsulin pump/CGM company and submitting a PO for an order cannot be done thesame day

Undertake surveys or audits as required.

Person Specification

Qualifications

Essential

  • Knowledge of a basic range of routine administrative procedures achieved through NVQ level 2 in Administration or equivalent experience. Good standard of general education to GCSE level or equivalent, including Maths and English language. Good knowledge of Microsoft Office applications including Outlook, Excel and Word and using electronic systems. System 1. Experience of providing customer service. Able to understand and clarify detailed instructions.

Desirable

  • Knowledge of Medical Terminology

Special Skills and Knowledge

Essential

  • Excellent secretarial, interpersonal and communication skills Ability to problem solve and resolve day-to-day IT programme problems Able to exercise initiative in facilitating effective management of day to day workload to show a measure of unsupervised judgement Experience of all major Microsoft Office /Excel programs. Good organisational skills; self-starter and able to use initiative appropriately with only little supervision Ability to work on own and as part of a team

Desirable

  • Knowledge of System One Database.

Special Requirements

Essential

  • Ability to Travel to other sites

Experience

Essential

  • Significant experience in an administrative role Experience of interfacing with clinical staff and understanding of their roles, specialties and responsibilities Experience of booking and managing appointments via an electronic booking system

Desirable

  • Previous NHS Experience
Person Specification

Qualifications

Essential

  • Knowledge of a basic range of routine administrative procedures achieved through NVQ level 2 in Administration or equivalent experience. Good standard of general education to GCSE level or equivalent, including Maths and English language. Good knowledge of Microsoft Office applications including Outlook, Excel and Word and using electronic systems. System 1. Experience of providing customer service. Able to understand and clarify detailed instructions.

Desirable

  • Knowledge of Medical Terminology

Special Skills and Knowledge

Essential

  • Excellent secretarial, interpersonal and communication skills Ability to problem solve and resolve day-to-day IT programme problems Able to exercise initiative in facilitating effective management of day to day workload to show a measure of unsupervised judgement Experience of all major Microsoft Office /Excel programs. Good organisational skills; self-starter and able to use initiative appropriately with only little supervision Ability to work on own and as part of a team

Desirable

  • Knowledge of System One Database.

Special Requirements

Essential

  • Ability to Travel to other sites

Experience

Essential

  • Significant experience in an administrative role Experience of interfacing with clinical staff and understanding of their roles, specialties and responsibilities Experience of booking and managing appointments via an electronic booking system

Desirable

  • Previous NHS Experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.