Job description

Job responsibilities

This post will provide comprehensive administrative support to the Paediatric Dietetics Service, ensuring the efficient coordination of hospital and community-based clinics and supporting the delivery of high-quality care to children, young people and their families.

The postholder will be responsible for coordinating patient appointments, managing referrals and waiting lists, maintaining accurate patient records, processing correspondence and responding to enquiries from patients, families, healthcare professionals and external agencies. They will work closely with dietitians and members of the wider multidisciplinary team to ensure patient pathways are managed effectively and that patients receive timely access to services.

A key aspect of the role involves supporting the management and validation of waiting lists, maximising clinic utilisation, and ensuring administrative processes are completed in a timely manner. The postholder will contribute to improving patient access, reducing delays and enabling clinical staff to focus on delivering direct patient care.

The role requires a high level of organisational ability, attention to detail, and proficiency in a range of IT systems. The postholder will maintain both electronic and paper records in accordance with Trust policies, Information Governance standards and data protection legislation.

The successful candidate will be expected to work independently using their own initiative whilst also contributing effectively as part of a busy and supportive team. They will maintain a professional and confidential approach at all times and provide administrative support across the wider Dietetics Department as required to ensure continuity of service.

• Provide comprehensive administrative support to the Paediatric Dietetics Service.
• Coordinate and manage clinic appointments using CareFlow, Envoy and patient portal- including appointment booking, reminders and patient correspondence.
• Manage referrals, waiting lists and clinic outcomes, ensuring accurate and timely record keeping.
• Act as a first point of contact for patients, families, carers and healthcare professionals.
• Process incoming and outgoing correspondence and maintain filing systems.
• Ensure patient records are managed in accordance with Information Governance requirements.
• Maintain stock levels of office supplies and stationery.
• Escalate urgent issues appropriately to clinical staff.
• Support the Adult Dietetics Administration Team during periods of absence or increased service demand.
• Contribute to the smooth running of the department through effective communication and administrative support.

Person Specification

Qualifications

Essential

• GCSE English Grade C or above or equivalent qualification
• GCSE Maths Grade C or above or equivalent qualification

Experience

Essential

• Familiarity with healthcare environment
• Can work on own initiative but knows limitations
• Willing to update skills and learn any new applications
• Awareness of confidential nature of some aspects of job
• Ability to work as part of a team
• Able to organise and effectively time manage own workload
• Skilled in the use of IT systems including Microsoft Office
• Good verbal and written communication skills to people from a variety of different backgrounds

Key Competencies

Essential

• Computer literacy including email, Microsoft Office and Healthcare Systems

Skills and Aptitudes

Essential

• Time management/Organisational skills
• Ability to work as a team member
• Ability to prioritise a busy workload

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Walsall Healthcare NHS Trust

Address

Walsall Healthcare NHS Trust

Walsall Manor Hospital

Walsall

WS2 9PS

United Kingdom

Employer's website

https://walsallhealthcare.nhs.uk (Opens in a new tab)