Job Description

We are looking for an experienced Administration Co-ordinator to join our Paediatric Diabetes and Endocrine Service Team at St Richard's Hospital.



If you have highly effective secretarial and organisational skills there is an exciting opportunity to join the Paediatric Diabetes Service Team as an Administration Co-Ordinator supporting the clinical team.



We are seeking highly motivated and organised individuals to join the team on a part time 25 hours per week basis.



Previous secretarial/administration experience is essential and knowledge of medical terminology is desirable. The role is varied with close working with the clinical team and other support networks.



To provide operational support for the care of children with Diabetes/Endocrine disease from diagnosis until transferring into adult care. The post holder will be required to support all administrative aspects of the patient pathway.



The Administration Coordinator will provide essential administration and validation services to the Diabetes and Endocrine Team, contributing to the overall efficient and effective running of the Service. The post holder will also act as MDT administrator and coordinator for the speciality, supporting medical, nursing, dietician and Psychology input, ensuring patients are managed in accordance with the Best Practice Tariffs (BPT) and NICE guidelines.



The Administration Coordinator will provide quality assurance, quality improvement and NHS expertise by actively participating in the Audit requirements of the National Paediatrics Diabetes Audit and the Spotlight audits and the Paediatric Diabetes Quality Improvement Programme. The Administration Coordinator will be responsible for preparing and submitting the programme's Peer Review supporting material and documentation.



To undertake admin and clerical duties relevant to the Service commensurate with Band 4 levels of responsibility.



To work without supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation for the service.



At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.

Candidate Information Pack:

https://www.uhsussex.nhs.uk/resources/candidate-information-pack/

Please note:

This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.



Communication



The post holder will work as part of a multidisciplinary team under the direction of the Clinical Lead for Paediatrics Diabetes and Care Group Support Manager, providing expertise in the proactive management of the administrative duties associated with Paediatric diabetes and endocrine disease.



Liaise with paediatric diabetes network administration colleagues to ensure the department is working collaboratively and within National Guidelines, to benchmark the service the Trust provides against local and national services.



Support clinicians with updating policies and procedures.



Coordinate distribution and collation of surveys in compliance of BPT and NICE guidelines.



Collation of BPT data sets and send to finance and various business performance mailboxes. This includes the Quarterly stats, Annual Reports and performance presentations for MDT meetings and business decision making.



Organise and update paperwork for programmes and services. Liaising with the adult administration team to coordinate transition plans and clinics.



Dissemination of information sending correspondence to GPs and caseload, manage a variety of communication methods, e.g telephone, letter, email and the DigiBete App.



Maintain diary of events, staff annual leave etc.



Support the team in ensuring accurate data is collected and validation by clinicians



Deal with telephone calls and emails, responding in a timely manner and taking appropriate action as required. Provide non-clinical information to patients as appropriate recognising when to escalate or redirect urgent calls to senior staff.



Service Delivery and Improvement



Adhere to Trust policies and procedures and the Trust's Values and Behaviours.



Organise bulk and booklet colour printing using the Trust's printing department for caseloads education with literature composed by the team.



Composition of information sheets for consent forms, ensure letter template are updated and comply with Trust formatting and liaising with Information Governance. Creation of a variety of contact cards for individual purposes, e.g. download appliance clinic codes, useful numbers and contacts for pharmacy etc.



Help the team with new computer systems including procurement of equipment for purpose and the access of training when needed.



Organising the payment of clinical subscriptions using the procurement system. ECF forms, filling in and submission for the purchase of a variety of equipment for clinical nursing requirement.



Liaise with GP's, external Trusts and services when necessary to obtain information prior to referred patient's appointment, ensuring documents are uploaded to Evolve and recorded in nursing notes.



Manage interactive sites to comply with quality control for DCA and other such devices coming into the service.



Patient Care Delivery



Collection of data for the National paediatric Diabetes Audit (NPDA) using multiple professional online systems and patient notes. Submit data complying with timelines, patient consent governance and compatible formats to upload to the national system.



Maintain patient demographics and record new patients to caseload updating multiple platforms (e.g. nhs.net, PAS, data sets, nursing notes and NPDA)



Coordinate services, templates and capacity, booking sessions on the Trust PAS system for psychology, pump, transition, educations sessions and ad-hoc sessions. Requesting new clinic codes appropriate for purpose for the PAS system. Cancelling and rebooking clinics.



Supporting the team in organising booking and recording meetings, education sessions and coordinating room bookings for ad hoc meetings and clinics.



Demonstrate high levels of customer care and be an ambassador for customer care within the Trust



The post holder will be required to communicate effectively with all levels of staff and deal sensitively with queries from patients



Act as the communication hub for the clinical team, primary care, patients and their relatives as well as internal and external organisations



Liaise with the Patient Experience Team, Patient Feedback systems and groups and any other patient forums to improve care for patients.



Assist with Datix investigations into reported incidents//complaints/PALS as directed by the Care Group Support Manager



To attend meetings and workshops offsite as required



Act as liaison between Consultant, GP, Patients and their relatives and other relevant agencies



-- Please see & Person Specs for further info --