Job summary
- Main area
- Administrator
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 407-COMMUNITY-8236226
- Employer
- Walsall Healthcare NHS Trust
- Employer type
- NHS
- Site
- Walsall Healthcare NHS Trust
- Town
- Walsall
- Salary
- £25,272 per annum
- Salary period
- Yearly
- Closing
- 28/09/2026 23:59
Employer heading
Paediatric Dietetic Admin Support
NHS AfC: Band 2
Walsall Manor Hospital is a busy district general hospital offering compete range of acute services. The Trust primarily serves the immediate population of Walsall with some patients requiring more specialised treatment at other, neighbouring Trusts. The Trust continues to invest in its facilities and services, supporting high-quality care for the communities it serves.
This role offers the opportunity to work within our integrated care model, contributing to high-quality services that help people remain independent in their own homes and communities.
We are committed to investing in our workforce and creating an environment where colleagues can learn, contribute and develop. Our new Urgent Emergency Care Centre, opened in March 2023, demonstrates our ongoing investment in facilities and services.
As an employee, you’ll benefit from an attractive salary and comprehensive benefits package (detailed in Employer Description above), plus access to NHS pension arrangements and staff accommodation where available.
Walsall Healthcare NHS Trust is proud to be part of the Armed Forces Covenant, currently holding the Bronze Award, underlining our commitment to supporting the Armed Forces Community.
RESPECT – COMPASSION – TEAMWORK – PROFESSIONALISM
Job overview
Main duties of the job
Provide comprehensive administrative and secretarial support to the Paediatric Dietetics Service, contributing to the smooth and efficient running of the department.
Coordinate and manage paediatric dietetic clinics using CareFlow, including appointment booking, scheduling, patient portal management, clinic utilisation and appointment reminders.
Support the management of patient referrals, appointments and waiting lists, ensuring records are accurate and patients are managed in a timely manner.
Maintain electronic and paper-based records in accordance with Trust policies, Information Governance requirements and data protection regulations.
Prepare, process and distribute correspondence, clinic letters and other departmental documentation.
Act as a first point of contact for patients, families, carers, healthcare professionals and external agencies, responding to telephone and email enquiries in a professional and courteous manner.
Escalate urgent issues, concerns or queries to the appropriate clinical staff in line with departmental procedures.
Undertake general administrative duties, including filing, scanning, photocopying, data entry and maintaining departmental databases.
Monitor and order stationery and office supplies to ensure the department operates efficiently.
Work collaboratively with colleagues across the Dietetics Department and provide administrative support to the Adult Dietetics Team during periods of absence or increased service demand.
Working for our organisation
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.
Detailed job description and main 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.
Main Responsibilities
- 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 criteria
- GCSE English Grade C or above or equivalent qualification
- GCSE Maths Grade C or above or equivalent qualification
Experience
Essential criteria
- 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 criteria
- Computer literacy including email, Microsoft Office and Healthcare Systems
Skills and Aptitudes
Essential criteria
- Time management/Organisational skills
- Ability to work as a team member
- Ability to prioritise a busy workload
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Cat Gallimore
- Job title
- Clinical Dietetics Manager
- Email address
- [email protected]
- Telephone number
- 01922605705
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