Band 3 Enteral Feeding Administrator

Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Birmingham Community Nutrition, Technical Block, First Floor and Annex Town Birmingham Salary £24,937 – £26,598 per annum Salary period Yearly Closing 14/09/2025 23:59

Band 3 Enteral Feeding Administrator

NHS AfC: Band 3

Job overview

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

An exciting opportunity has arisen to help provide a high level, competent, comprehensive administrative support to our Nutrition and Dietetic department. We are looking for a post-holder who can work collaboratively with other administration colleagues to ensure clinical administration tasks are completed appropriately such as appointments and correspondence within acceptable timescales while maintaining patient confidentiality.

The post-holder will work as part of the administrative team to meet overall service priorities and targets, across both our bases at Gee House and Mosley Hall Hospital. This will require close liaison with clinical and support staff across the Division, other clinical teams, patient services, and service users and prioritise workload independently; identifying urgency; highlighting problems and taking appropriate action to prevent or solve problems where necessary.

You will be asked to provide cross-cover within the administration teams at times of short staffing levels to ensure the smooth delivery of services within our service and across all our other sites. The service also supports apprentices including possibilities for dietetic apprenticeships in the future.

Main duties of the job

This is a key role within Enteral Feeding. This post will have specific responsibility for the ordering and authorisation for home enteral feeding supplies under the supervision of the Lead Nutrition Nurse. This position will involve monitoring and projecting spend, raising call off orders, handling invoices and preparing reports.

The position will work as part of the administration team and share the responsibility for the team workload .

To receive and authorise discharges of all enterally fed patients into the community and work with the dietetic and nursing team to ensure the patient is allocated to the correct contract. .

Maintain a working knowledge of the common problems experienced by patients on enteral feeding and their families.

Responsible for the placement of call off orders for enteral feeding suppliers and monitoring spend against these to reduce waste and cost.

To take bookings over the phone from the public and professionals including sending out confirmation and reminder letters as required

To make and send out appointments following receipt of referrals which includes consulting referral criteria and liaising with patients on receipt of phone call to determine patient’s choice of venue, date and time. To liaise with clinics/community organisations to organise times and dates for sessions.

Full duties in JD attached

Working for our organisation

Birmingham Community Nutrition provides a comprehensive community citywide service for the Birmingham CCG and employs over 80 staff. We also support the training of dietetic students from two higher education institutions (A, B & C placements).

Benefits of working for Birmingham Community Nutrition include free parking at all community venues, excellent access to IT equipment to work remotely, up to date office facilities and comprehensive admin support dedicated to the service.

The department has a structured approach to Clinical Governance and your personal development via preceptorship, annual appraisals, clinical supervision and training opportunities. Career development, flexible working and staff support are given high priority in the Trust, whose goal is to be a truly inclusive organisation and a great place to work

Detailed job description and main responsibilities

To develop a working knowledge of enteral feeding equipment, its uses and a comprehensive understanding of the risks posed to patient safety if such equipment is not provided in the quantity and frequency required.

To be a key point of contact for all aspects of enteral feeding administration across all Divisions of the Trust and the wider Birmingham health economy.

To develop and maintain accurate stock control for all enteral feeding equipment and keep records of usage for all clinical nursing teams.

To liaise with acute and community dietetic colleagues and nutrition nurses following notification of stock shortages which may impact on patient safety.

Provide training, support and guidance to staff across all clinical areas who manage enteral feeding patients to ensure effective ordering systems are in place.

To enable rapid and timely communication and sharing of information regarding enteral feeding patients between community and local acute trusts, for example sending documented clinical information on behalf of health professionals.

To monitor all enteral feeding invoices for approval by Head of Birmingham Community Nutrition, highlighting any anomalies (such as incorrect contract allocations / incorrect ancillaries) to the managing clinician / lead nutrition nurse where necessary and taking action to correct these.

To develop close links with the Procurement and Finance teams within the Trust to ensure enteral feeding patients receive the necessary equipment for enteral feeding and source alternative products when usual stock is unavailable.

To use Microsoft Applications (e.g Excel, Word) for the setting up and maintaining of spreadsheets and databases.

To monitor, manage and respond to all communications via email and post relating to enteral feeding supplies in line with local procedures.

To use own initiative to organise your workload; responding appropriately to workload needs arising from staffing levels, showing a clear ability and understanding to prioritise and meet deadlines.

Liaison with the contracted enteral feeding company to provide a timely and safe discharge into community for enterally fed patients, checking that they fall within the criteria for Birmingham Community Nutrition to fund these patients and that the correct clinical equipment is ordered, following a set of defined criteria.

Full duties in JD attached

Person specification

Qualifications / training

• GCSEs (Including Maths and English at Grade A-C) or equivalent
• NVQ Level 3 Business Admin or equivalent
• Competent keyboard skills to RSA/OCR 2 or equivalent
• Working knowledge of Excel
• NVQ Level 4 Business Admin or equivalent

Experience

• Experience of working with the public and professionals
• Relevant administrative experience to a very high standard
• Demonstrates ability to handle people in a courteous and sensitive manner, taking into account their individual needs
• Able to work autonomously using own initiative
• Experience and understanding of the needs of patients who are unable to eat and drink.
• Experience and understanding of the needs of socially and culturally isolated groups
• Experience of establishing and maintaining databases
• General experience of ordering procurement and finance in the public/private sector
• Experience of training others from a wide variety of backgrounds

Skills & Knowledge

• Excellent verbal and written communication skills including the ability to generate correspondence from a verbal / written brief.
• Able to produce accurate, error free, well presented material to a very high standard.
• Have an excellent knowledge of medical terminology.
• Computer literate to include Microsoft Office tools, Internet, Rio or equivalent.
• Able to communicate in stressful or contentious situations
• Excellent organisational and planning skills when organising events, meetings, training etc.
• Ability and confidence to show initiative where required.
• Ability to speak in a clear and articulate manner, dealing with people in a courteous and diplomatic manner
• Excellent management skills, work prioritisation and planning skills.
• Ability to develop and maintain appropriate filing systems, both electronic and paper
• Able to monitor data trends, highlighting under or over performance
• Computer literacy – use of bespoke software, creation of databases, Excel formula, Procurement systems and invoice authorisation (PIM).

Skills

• Ability to develop and maintain appropriate filing systems, both electronic and paper
• An ability to work well with others
• Able to make a positive contribution to effective team work
• An ability to communicate effectively with people on all levels
• Reliable ,Punctual showing good time management skills
• Demonstrates an understanding of Equal Opportunities
• Demonstrates ability to use initiative and take ownership
• Willing to undertake a range of tasks and activities
• Shows flexibility and initiative in planning workload of self and the wider admin team and welcomes challenges

Other job requirements

• Ability to be independently mobile to attend venues within the Trust

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 – 6) with the exception of those which appear on this list – link , will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.

All non-clinical roles (Agenda for Change Bands 7 – 9) that meet the prescribed skill level (RQF 6) and salary threshold will be eligible for sponsorship.

The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

As part of our ongoing commitment to being a Great Place to Work, we actively foster and support a workplace culture that is inclusive and equitable for all staff, patients and service users.

We are dedicated to creating an inclusive environment where everyone feels welcomed and valued. We encourage applications from individuals of all backgrounds, including those with diverse abilities, experiences, and perspectives.

We are also dedicated to supporting the career progression of colleagues from underrepresented backgrounds into this role and more senior roles within the Division and the wider organisation.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here

Benefits of working for us:

• Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers
• Dedicated well-being services for all employees
• Flexible working where possible

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Application numbers

***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***

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