ROLE DESCRIPTION Role Administrator Reporting to Admin Manager Location Barlborough Salary £24,960.00 WHO ARE WE? Newmedica is one of the leading providers of NHS-funded ophthalmology services in England. Our Purpose is to make a positive difference to people’s lives Our Vision is to change lives through better sight and eye health We provide services for NHS CCGs, NHS Trusts and Foundation Trusts, and other providers of NHS funded services. We deliver over 160,000 patient interactions annually, including outpatient appointments, diagnostic testing and eye surgery. Our services are delivered through a variety of models including Managed Services and Ophthalmology Joint Venture (OJV) Partnerships. ROLE SUMMARY Reporting to the Admin Manager, As a Administrator you would be responsible for ensuring that clinics are set up, that patient appointments are fully utilised and that appointment outcomes are recorded and filed. You will be managing the accuracy of all patient data including liaising with GP surgeries, clinics and patients and ensuring that Newmedica’s electronic patient record is up-to-date. Administrators are also the central point of contact for all telephone queries from both patients and clinic staff. Our coordinators will have a friendly and accessible personal manner, and be able to deliver an effective administrative service to the clinic. They will be able to work within small teams to maintain and enhance processes to maximise quality and efficiency. Newmedica has developed a strong relationship with the local CCG and the local Trust. They will work without direct supervision whilst maintaining an efficient professional manner assisting in the booking of appointments in a timely manner as per the correct pathways; ensure operational and clinical governance protocols are maintained; healthcare and risk management standards are met whilst supporting the service and driving forward efficiency improvements working in conjunction with the Admin Manager and the Deputy Admin Manager. KEY RESPONSIBILITIES To book patient appointments, ensuring that clinics are full. To make reminder calls to patients before their appointment is due Ensure that all clinic correspondence is sent out. Printing and franking letters. Ensuring emails are received by GPs or outsourcing emails. To act as the central point of contact for all telephone enquiries from patients and clinic staff, resolving or escalating issues as appropriate. Maintaining a positive relationship with internal or external staff at every interaction. Maintain a committed approach to continued professional development and clinical governance, including participating in appraisal process, clinical audits and research as required. Action all clinic cancellations accordingly as instructed. Take responsibility for reinstating clinics as necessary and rebooking all patients. Identify any under or over capacity and escalate to the Admin Manager. In contrast, identify and escalate to the Admin Manager where there may be too much capacity and where clinics may no longer be required. Balance clinic workload and patient flow to ensure that the maximum number of patients can be seen during sessions without creating problems such as long waits. Take consideration of fluctuating DNA rates and cancellations. Book follow-up appointments on to appropriate clinics, wherever possible before patient leaves the department. Be aware of patients ‘to be booked’ and manage this list appropriately with consideration of Referral Treatment Times (RTT) and patients due 4 weeks ahead. Book new and follow up appointment for outpatients and theatre giving patients choice but also adhering to clinical team requirements e.g. correct clinic, length of time for follow up. General Administration Have ability to concentrate on various tasks and prioritise whilst working in an unpredictable environment without supervision. Provide weekly updates of clinic/theatre scheduling, utilisation and any gaps. Provide general administration and support to Admin Manager and CA’s in the running of the service. Customer Care To act as first point of contact for any queries or complaints from patients and any external agencies. Whilst Newmedica would not tolerate harassment or bullying, some callers (clients, carers and staff) may be distressed, anxious or aggressive through stress. Staff must be able to respond to all callers with tact, diplomacy and kindness. Ensure all queries, voicemails or messages are actioned and responded to in a timely manner. To take responsibility for maintaining patient confidentiality when booking. What we’re offering A salary of £24,960.00 Up to 40 hours per week. Worked over 7 days. 200 hours annual leave plus bank holidays A company pension scheme A company bonus/reward scheme. Access to a range of benefits including free eye tests, discounted or free glasses, health care scheme, a free 24/7 well-being/counselling/advice service and a retail/technology discount scheme. An environment where your learning and development is supported through a range of various learning tools and courses. Working with a friendly multi-disciplinary team passionate about improving the lives of our patients A bright, spacious and modern working environment, built to the highest standards If you would like an informal chat about the opportunity or to request a job description, please contact barlborough.hrnewmedica.co.uk Our employment offers are subject to receipt of satisfactory pre-employment checks. Applicants must have the right to work in the UK and a Disclosure and Barring Service check will be necessary in the event of a successful application which we will pay for. At Newmedica, we actively promote diversity and equal opportunities, and we are committed to this in both the running of our services and how we recruit our staff. We actively encourage applications from everyone with the essential requirements of the job, regardless of any protected characteristics. Newmedica is fully committed to safeguarding the welfare of all people, irrespective of gender, age, disability, sexual orientation, race, language, religion, ethnic or social origin.