service administrator Nottingham, England
Job description
Band 3
Job overview
The Greater Nottingham Diabetic Eye Screening Programme (GNDESP) requires a dedicated Service Administrator to work in a team with the aim of reducing sight loss and the delivery of the Eye Screening Service across the Greater Nottingham Region.
Successful candidates will need to demonstrate how they meet the essential criteria as defined in the Person Specification document attached to this advert through both application and by interview
Main duties of the job
The successful candidate will play a key role in service administration working within a call centre setting ensuring that people with diabetes who are eligible for diabetic eye screening are offered an annual screening appointment. You will also be responsible for booking patients into various pathways within the programme including digital surveillance for closer monitoring and referrals into Hospital Eye Services for sight threatening diabetic retinopathy which may require treatment.
The service administrator is responsible for the accurate and timely processing and inputting of information for the Diabetic Retinopathy Screening Programme. You will liaise with service users to ensure the clerical procedures in the office run to the highest standards.
The administration team are required to be fully competent in all elements and processes of the diabetic eye screening patient pathway and how they are managed, tracked and audited.
Working for our organisation
With over 17,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Detailed job description and main responsibilities
Please refer to the job description and person specification attached to the advert for the full details.
The Service Administrator will assist in delivering the service by;
Answer incoming telephone calls and respond to queries
Ensure the Greater Nottingham Diabetic Eye Screening Programme is developed, delivered and monitored in accordance with the National Service Specification.
Populate specific local trackers for capacity analysis
Escalate concerns to programme and deputy manager in a timely way
Liaise with the multi-disciplinary team linked to the service and attend necessary meetings
Monitor stock levels
Maintain and further develop close co-operation between Optometry, Ophthalmology, Medical and Clerical / Administrative staff to support the delivery of screening and treatment of sight threatening diabetic retinopathy.
Ensure that people with diabetes are offered and receive systematic, high quality screening, grading, referral and treatment for sight threatening diabetic retinopathy
Support implementation of research based practice as well as specific audits within the programme as appropriate. This will require provision of supporting data for the production of prompt monthly, quarterly and annual reports to ensure key targets are met and a high quality service is delivered for people with diabetes
Adopt a flexible approach in providing sickness and absence cover within the team as required.
Ensure adequate personal development and local accreditation to ensure the post holder fully meets National quality assurance standards
Carry out effective communication between staff and external suppliers of screening sites, equipment and software to maintain service delivery
Assist with effective problem solving
Develop appropriate expertise in relevant aspects of diabetes, associated complications and other relevant diseases to help answer patient queries
Facilitate collaboration with healthcare professionals including dealing with patient safety incidents and complaints.
Daily enveloping of patient letters using the inserter machine, ensure that information leaflets and other documentation is provided in a timely manner to assist in meeting national quality assurance objectives
Maintain and enhance the reputation of the Service
To undertake a key role in routine data inputting. Process and update the patient management system with accurate health documentation
To be mindful of the need for continuous improvement and development of all aspects of the Service
Undertake any other duties that may reasonably be required
Adhere to all local standard operating procedures and Trust wide polices
Person specification
Training & Qualifications
Essential criteria
- 4 GCSE or equivalent qualifications including English and Mathematics or equivalent qualification or evidence of competency gained through experience
- EDCL or equivilent experience
Desirable criteria
- Knowledge and understanding and of diabetes and diabetic retinopathy
- Passed relevant units in the City & Guilds level 3 diabetic retinopathy course
- Experience of Optomize software
Experience
Essential criteria
- Minimum of 18 months administration experience
- Familiar with medical terminology
- Experience dealing with patient complaints on the telephone and in writing
- • Experience of working effectively within a team • Confident using Microsoft Excel
- Awareness of patient confidentiality and data protection
Desirable criteria
- Experience of clerical or administrative team working in a clinical environment
- Proven experience in database handling and development
- Evidence of successful personal initiatives to positively change large systems
- Experience of hospital systems such as Medway PAS and Notis
Planning and organisation skil
Essential criteria
- Able to organise own work schedule within prescribed deadlines
- Work autonomously
- Manage time effectively and use initiative
- Give consistent and stable performance under pressure
- Demonstrate an awareness of the importance of prompt timekeeping and good attendance at the workplace
Communication and relationship
Essential criteria
- Able to convey written and verbal information accurately
- Excellent interpersonal and communication skills
- Ability to positively influence change
- Recognises own role as part of an effective team
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
