Admin Clerk Childrens & Young Peoples Weight Management Service

Job overview

Admin Clerk Childrens & Young Peoples Weight Management Service, Band 3 (16 hours a week)

The post-holder will provide an efficient, confidential and professional administration service to the Children and Young People’s (CYP) Specialist Weight Management Team, supporting the Consultant Paediatrician, Nurse Specialists and Dietitians. This will include administration support to enable provision of patient care and specialist services.

The CYP Specialist Weight Management Service will provide assessment and tailored behavioural and clinical interventions for children who have obesity and associated complications. This is a specialist integrated service within our division working alongside Gloucestershire Health and Care (GHC) Trust.

The post holder will be able to work to high standards. The post holder will need to meet deadlines, collate data and maintain standards relating to administrative processes. They will need to be able to work within a team effectively and share work streams where appropriate.

The post-holder will be expected to work as part of the CYP Specialist Weight Management Team and will report to the Nurse Specialists, Consultant Paediatrician and Specialist Dietitians

This newly launched service will support children and young people across Gloucestershire and will work collaboratively across NHS providers and other support services within the county.

The proposed interview date is 27th January

Main duties of the job

- Educated to GCSE grade C or above (or equivalent) in English and Maths.

- NVQ level three in administration or equivalent experience in a hospital or office environment

- IT capable to ensure proficient use of hospital computer systems

- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the service when dealing with all calls.

- A person-centred demeanour, with the ability to have sensitive and compassionate conversations with families that may have experienced stigma.

- Proven organisational skills with the ability to prioritise workload and to work to deadlines.

- Exchange verbal and written information with parents/carers and staff relating to appointments.

- Excellent written and verbal communication skills with a good command and understanding of English, punctuation and grammar which allows the post-holder to connect with a wide range of people, including outside agencies, requiring tact and skills where there may be barriers to understanding or agreement.

- Good interpersonal skills for dealing with people internal and external to the organisation

- Ability to work flexibly within a multidisciplinary environment ensuring communication with all team members, as appropriate.

- Ability to use own judgement and initiative as appropriate.

Detailed job description and main responsibilities

KEY RESULTS AREAS

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

REFERALLS, BOOKING and CLINIC PREP

- Booking appointments in a variety of community outreach settings as requested by the clinical team, including negotiation of dates with the patient and creating correspondence.

- Ensuring that any vacant slots are fully utilised and acted upon to maximise capacity.

- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence, as appropriate.

- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner.

TRANSCRIPTION

- Preparing and formatting letters which have been created using the Voice Recognition software system – DRAGON or audiotyping from dictations.

SPECIALTY SPECIFIC SUPPORT

- Regularly informing the team about progress and flagging any operational issues as a matter of urgency, for example, capacity or delays due to internal or external factors, challenging queries from patients, etc.

- Supporting staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.

- Liaising with external organisations for the benefit and progress of patient care, such as Gloucestershire’s Community Weight Management Provider (BeeZee Maximus), Social Services, other hospitals, etc.

SERVICE IMPROVEMENT

- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

TEAM WORKING

- To work as part of the CYP Specialist Weight Management Team working flexibly to ensure that administrative work sufficiently supports the Consultant, Nurse Specialist and Dietitian and is performed to excellent, efficient and safe standards.

- To cover colleagues during absences/annual/sick leave as directed by the Nurse Specialist/ Specialist Dietitian. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

- Undertaking routine office duties including electronic note tracking, photocopying, filing of correspondence and results and maintenance of records

- Assist in the training and induction for new and existing colleagues

- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate

- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

- You may be required to undertake any other duties at the request of the line manager, which are commensurate with the role, including project work, internal job rotation and absence cover. This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.

COMMUNICATIONS AND WORKING RELATIONSHIPS

- Medical staff both junior and senior, including Consultants

- Nursing Staff

- Allied healthcare professionals, including Dietitians and Clinical Psychologists.

- Patients, carers and relatives

- Community organisations and partners

- Medical Secretaries/Ward Clerks

- Outpatient Staff

- Health Records

- GP’s and GP practices

- Management, including Administration Lead and General Management team

- Wider CYP Services across other NHS organisations and the local authority.

Additional Contact Details

Rebecca Brown    [email protected]