administrative assistant Stafford, England
Job description
1. Job Details Job Title: DES Administrator Service: Diabetic Eye Screening Programme Department/Directorate Specialist Services Reports to (Title): Service/Failsafe Manager Accountable to (Title): Programme Manager 2. Background The Staffordshire & Shropshire Diabetic Eye Screening Programme was established to ensure that all people with diabetes in the Staffordshire & Shropshire catchment population are offered and receive high quality systematic and timely screening, grading, referral and treatment for sight threatening diabetic retinopathy in line with changing National Diabetic Eye Screening Programmes (NDESP). 3.
Job Purpose/Main Duties/Responsibilities The post holder will work as part of a team and report to the Service/Failsafe Manager. The post holder is the first point of contact for patients and service users and is responsible for scheduling/booking patients for screening in a timely and appropriate manner according to their care pathway. The post holder will also provide support to managerial and clinical teams in order for them to delivery an efficient, patient-centred and well administered service. The role is by definition varied within a specialist department and requires confidentiality, initiative, flexibility and capability of handling significant peaks in the work programmes and the ability to relate to and communicate with a wide range of organisations and individuals within and outside the Trust.
5. Key Responsibilities/Duties First point of contact for patients and service users On receipt of all new referral notifications ensure that the validation process has been followed in line with departmental guidelines liaising with GP surgeries, healthcare teams or hospital trust Be responsible for the appointment booking in a timely manner in line with NDESP and local policies Ensure accuracy of patient demographic details ensuring amendments/ corrections are made in a timely manner Ensure that all data is inputted accurately into the bespoke screening database, OptoMize, in a timely manner To identify and contact patients who have DNAd for 3 years or more from the Print Queue to book further appointments/gain feedback as to why they are not attending. Feedback this information to the Patient Engagement and Communication Officers/Health Equity Team Leader. To assist the Patient Engagement and Communication Officers/Health Equity Team Leader with contacting Nursing and residential homes to ascertain which patients are eligible for screening and booking an appointment within a Health Equity clinic and updating the other patients, i.e.
medical exclusions, sending alerts for opt outs etc. To have a clear and up to date knowledge of the rules and protocols of the service Responsible for regular, efficient validation of all extracted diabetic reports from GP surgeries across Staffordshire & Shropshire in accordance with NDESP and local policies Responsible for ensuring all patient and GP correspondence is sent to meet National and local timescales and Key Performance Indicators. Responsible for ensuring patient satisfaction surveys are dispatched and returns inputted in line with Trust requirements Responsible for processing sensitive data in relation to mortality data in a timely and efficient manner Make, amend or cancel appointments as required by service or patient Responsible for monitoring and ordering office supplies/stationery and clinical equipment/consumables and for their safe storage/retrieval Responsible for updating patient records, scanning patient information to bespoke software, OptoMize To undertake any other duties and responsibilities as required consistent with the grade 6. Communication Manage and answer a high volume of telephone calls related to the service, ensuring that queries and dealt with in a sensitive and effective manner and problems are promptly and efficiently resolved Manage and answer Alerts received through the bespoke database, OptoMize Ensure patient cancellations/changes are recorded appropriately on OptoMize Ensure that local and national policies are adhered to at all times Escalate any issues and breaches of the above standards to the Service/ Failsafe Manager in the first instance Act as a point for information and communication for the screening team At all times provide excellent customer service skills, both over the telephone and in written/electronic communications 7.
Other Work with a multi-disciplinary team in developing the service in line with departmental plans and National and Local objectives Undertake any general office responsibilities including collection and distribution of emails and post, sorting of incoming post into departmental and priority order Participate in department development as appropriate and participate in departmental meetings Undertake any other duties commensurate to the grade, required to ensure the smooth and efficient running of the department Undertake mandatory training national and local requirements Undertake any training as required to complete the tasks associated with the job role PERSON SPECIFICATION Post Title Diabetic Eye Screening Administrator Band 3 Essential Desirable How assessed (eg Application Form, Interview Test, Reference etc.) Qualifications City and Guilds or BARS qualification in Diabetic Eye Screening Good general education with English and Maths to GCSE standard or equivalent A,I,R Training Willingness to undertake training relevant to the post A,I,R Work Experience: Experience of tactfully and efficiently dealing with a variety of internal and external professionals and clients/patients ensuring their needs are met Experiene of working in a busy office environment Experience of working with confidential documents and information General office skills, literacy and numeracy skills Good telephone manner and written communication skills Experience of accurate data inputting NHS Administration experience A,I,R Knowledge: IT skills, including keyboard skills and experience of Microsoft packages & databases Knowledge of primary and secondary care IT systems A,I,R Skills & Competencies: Able to identify risks and issues to pass on to the appropriate manager Able to prioritise workload and work on own initiative Required to spend the majority of your time on the computer inputting/updating data and using other office equipment in an office environment Required to concentrate for short periods of time whilst in a busy work environment Required to take accurate messages of a clinical nature and pass to clinical team & colleagues as appropriate Contribute to improving the functions of the department improving conditions for colleagues, patients and carers Maintaining efficient use of Trust resource Ensuring the safe management of confidential material at all times Diplomatic when dealing with patient/carer enquiries Required to focus on details to ensure accurate data inputting Reliable, punctual, flexible to the needs of the service, maintain confidentiality, honest team worker, enthusiastic & confident
