Band 3 Administrator for the Herts & West Essex Diabetic Eye Screening Programme based at Sandridge Gate Business Centre, St Albans
The successful applicant will work with the Diabetic Eye Screening team and be responsible for providing administrative support to the programme dealing with the booking of clinics and appointments, providing a professional service to patients over the telephone, liaise with GP's and other external clinical colleagues and other administrative roles as required.
Attention to detail is vital and the ability to follow strict information governance procedures.
An exciting opportunity has arisen for an enthusiastic, flexible and motivated person to join the Herts & West Essex Diabetic Eye Screening Programme as an Administrator at Sandridge gate Business Centre, St Albans.
Word versions of documents are available if needed to allow for any adaptations to be made i.e. font, colour, background, convert to Read Aloud.
• To register new referrals to the service onto the dedicated eye screening (OptoMize) database.
• To schedule annual eye screening appointments for diabetic patients within the HWE catchment area using the OptoMize software system and NHS spine/Open Exeter to clarify the status of each patient.
• To regularly file patient correspondence and assist in the development and maintenance of filing systems to ensure appropriate and speedy access to information which complies with current Data Protection legislation.
• To answer telephone queries from all programme stake holders, e.g., patients, relatives, carers, and healthcare professionals, including ophthalmologists, diabetologists, general practitioners and specialist diabetic nurses.
• Ensure all outgoing correspondence is successfully processed via outsourced mail provider (Synertec).
• Ensure all invitations for screening and result letters are received according to the administrative processes set down within the system, following up any Post Office returned letters.
• Ensure GP correspondence is regularly distributed via the Trust internal mail service.
• Assist in the circulation of information and documentation relating to the HWE DESP.
• Ensure all documentation is available, e.g., clinic lists, for each clinic daily as requested by the screening team.
• Provide administrative support to the management team as required, including the Failsafe Manager, Programme Manager and Clinical Leads.
• Respond flexibly to workload pressures; manage own workload to ensure efficient responses to regular and ad hoc requests for information or alteration of tasks.
• Participate in the day-to-day organisation of administrative and failsafe operations for HWE DESP.
• Participate in the effective investigation and reporting of findings of complaints and issues raised from any source in a timely manner and in conjunction with Trust policy.
• Ensure compliance with the reporting process for Adverse Incident Reporting.
• Work according to strict protocols and processes for service delivery.
• Print and post patient result letters to patients and GPs daily, using knowledge of diabetic retinopathy to highlight anomalies to admin and failsafe manager or screener team lead when necessary.
• To promptly email patient results containing specific instructions to GP.
• To follow up patients who do not attend (DNA) their eye screening appointments, either verbally or in writing, to encourage attendance, and ensure patients still reside within the programme’s catchment area, ensuring the DNA policy is adhered to.
• Ensure effective implementation of failsafe within HWE DESP and ensure all eligible patients are invited for screening within the National service framework guidelines.
• Follow up patient queries with relevant stakeholder, e.g., GP, diabetologist etc, and effectively failsafe to ensure patient is either suspended from screening or reinvited according to local protocol; proactively ensure patients are not missed to screening.
• Implement Trust policies for own area of work and suggest changes to administrative changes.
• Participate in regular team meetings, following up any required actions.
• Participate in regular updates with the admin/failsafe manager, programme manager, clinical leads, and screening/grading team leader.
• Participate in service improvement initiatives, ensuring the objectives of improvements are achieved and sustained within area of responsibility.
• Participate in the continual improvement of administrative systems.
• Participate in the development and implementation of systems, control processes and risk management arrangements to support the monitoring of compliance with Trust policies, protocols and processes and best practice requirements.
• Demonstrate and advise own responsibilities to new staff, ensure complete understanding of the pathway for retinal screening services.
• Assist in the organisation of the eye screening office, including the efficient upkeep of all systems, e.g., telephones, IT, maintenance of supplies, furniture, and equipment.
• Ensure all queries from patients, clinical and clerical staff received by telephone, email, letter or in person are dealt with in a timely manner.
• The post holder must have the ability to engage clearly, concisely, and sensitively with all stake holders verbally, face to face and in writing.
• The post holder will use Microsoft Outlook for email and diary management.
• Link with colleagues across the Trust and within other organisations to identify and share best practice.
• Assist in the circulation of information and documentation relating to the HWE DESP.
• Key relationships: patients, relatives, carers, admin/failsafe manager, failsafe coordinator, administrators, programme manager, clinical leads, grading team leader, screeners/graders, service users, clinical/admin staff in external treatment centres, GP surgeries, IT helpdesks (internal and external).
• Participate in quality audits at local level and be involved in regional and national level audits as required.
• Participate in the management of the dedicated software database, OptoMize, liaising with support and technical staff as appropriate.
• Responsible for coordinating own time to ensure all administrative functions are delivered to National Eye Screening Programme guidelines.
• Ensure that working practices within the booking and administrative functions are effective, making best use of available new technology to streamline service delivery.
• Undertake any other duties which are commensurate with this post.
This advert closes on Friday 28 Mar 2025
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