Job summary Job overview The Brighton and Sussex Diabetic Eye Screening Programme has a vacancy for assistant administrators to join our team. We are looking for a confident person with experience of working in a busy environment. The service provides retinal screening to over 45,000 people with diabetes across Brighton and Sussex and the admin role is pivotal to the smooth running of the service. The post holder will be responsible for booking patient appointments across all screening sites, ensuring that patients are offered their diabetic eye screening in line with service objectives. You will enjoy helping patients and be comfortable working with the latest software packages and learning how to use bespoke screening software. It is essential that you have excellent customer care skills and the ability to work as part of a team. There is a big focus on making sure that patients are in the correct pathway and the candidate will be expected to take on specific Failsafe tasks within the programme to make sure the patients are safe. You will be able to demonstrate a high level of communication skills, with the ability to prioritise competing demands of a busy environment. We look forward to receiving your application Main duties of the job Arrange flexible appointments as necessary to ensure utmost convenience for service users and minimise DNA rate. Deal courteously with enquiries from GPs and service users, passing enquiries of a medical nature or complaints to the appropriate people. Create and maintain an accurate and up-to-date register of patients with diabetes requiring diabetic eye screening, based on referrals from GP surgeries. Actively ensure all programme failsafe procedures are adhered to and bring to the attention of the Team Leader any issue that may be deemed to represent a risk to patients or the programme. Ensure that all patients have their eyes screened annually unless earlier recall is indicated. Book clinical rooms at GP surgeries and other for screening locations. Set up clinics and send out timely appointments. Monitor service activity and advise Team Leader and / or Programme Manager of any risks to the successful achievement of the national standards. Undertake visual acuity and administer eye drops in a clinic situation to support screening staff. Send screening results to GPs and patients within the agreed timescales Provide training, supervision and mentoring for new staff. Work flexibly with the to ensure cover during office hours to: provide a responsive service to users provide immediate response in the event of a problem i.e. sickness; short notice leave ensure the maintenance of confidentiality at all times About us At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourWellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves. As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do. We look forward to receiving your application and the start of your journey with UHSussex. Candidate Information Pack: https://www.uhsussex.nhs.uk/resources/candidate-information-pack/ Date posted 04 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per anum Contract Permanent Working pattern Part-time Reference number 279-6952385-FEB25 Job locations Sussex House Abbey Rd, Eastern Rd, Kemptown Brighton BN2 5BE Job description Job responsibilities Clinical Receives reports from ophthalmologists and assesses these to ensure appropriate action is taken within appropriate timescales. Management Adheres to unit protocols and policies. Leadership Act as role model and advisor to less experienced staff. Advises retinal screener/graders when they are undertaking office duties. Communication Deals with telephone enquiries from patients and GP surgeries and makes assessment of action required. Offers advice to patients as to whether or not they should be attending screening clinics, working within National Diabetic Eye Screening Programme (NDESP) guidance. Imparts complex information to patients and employs influencing skills to help persuade reticent patients to attend clinics. Writes specific letters to patients and their GPs addressing their individual needs as necessary. Liaises with GP surgeries and deals with enquiries about appointments, referrals and results. Works closely with other administrators to ensure efficient delivery of the service. Liaises with retinal screeners on a daily basis. Liaises with administrative staff at the Sussex Eye Hospital and 3 other referral centres with regard to treatment and follow up of screening patients. Attends unit meetings to ensure effective communication of unit/Trust issues. Administrative Performs general administrative duties for Retinopathy Screening as determined by the Office Manager and Admin Failsafe Team Leader. Implements policies on day-to-day basis and suggests changes to these to reflect the needs of the service and patients as required. Deals appropriately with patients who DNA, ensuring follow up. Ensures appointment letters and results letters are sent in accordance with times and dates agreed on the telephone and within timelines set out by the NDESP. Enters data from GP referrals and validates that patient is new to the system. Checks for ophthalmic treatment history. Ensures patients are invited for screening within the time guidelines of the NDESP. Runs data enquiries in computer software and moves results into spreadsheet to extract appropriate information. Identifies those patients on central register who require annual re-call. Checks and validates patient contact details and status within screening programme using NHS Spine and Hospital patient admin system as necessary before annual recall. Training and Education Participate in the local induction programme for new staff. Undertakes training to meet requirements of national service specification. Attend local, regional and national meetings as required. Audit and Research Assists Office Manager and Admin/Failsafe Team Leader with audits as required. Personal and Professional Development Be active in enhancing own personal knowledge and self-development. Attend mandatory and statutory training as required. Attend relevant education, training and study days as required. Other Role-Specific Duties Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the ward or department and the Trust. Job description Job responsibilities Clinical Receives reports from ophthalmologists and assesses these to ensure appropriate action is taken within appropriate timescales. Management Adheres to unit protocols and policies. Leadership Act as role model and advisor to less experienced staff. Advises retinal screener/graders when they are undertaking office duties. Communication Deals with telephone enquiries from patients and GP surgeries and makes assessment of action required. Offers advice to patients as to whether or not they should be attending screening clinics, working within National Diabetic Eye Screening Programme (NDESP) guidance. Imparts complex information to patients and employs influencing skills to help persuade reticent patients to attend clinics. Writes specific letters to patients and their GPs addressing their individual needs as necessary. Liaises with GP surgeries and deals with enquiries about appointments, referrals and results. Works closely with other administrators to ensure efficient delivery of the service. Liaises with retinal screeners on a daily basis. Liaises with administrative staff at the Sussex Eye Hospital and 3 other referral centres with regard to treatment and follow up of screening patients. Attends unit meetings to ensure effective communication of unit/Trust issues. Administrative Performs general administrative duties for Retinopathy Screening as determined by the Office Manager and Admin Failsafe Team Leader. Implements policies on day-to-day basis and suggests changes to these to reflect the needs of the service and patients as required. Deals appropriately with patients who DNA, ensuring follow up. Ensures appointment letters and results letters are sent in accordance with times and dates agreed on the telephone and within timelines set out by the NDESP. Enters data from GP referrals and validates that patient is new to the system. Checks for ophthalmic treatment history. Ensures patients are invited for screening within the time guidelines of the NDESP. Runs data enquiries in computer software and moves results into spreadsheet to extract appropriate information. Identifies those patients on central register who require annual re-call. Checks and validates patient contact details and status within screening programme using NHS Spine and Hospital patient admin system as necessary before annual recall. Training and Education Participate in the local induction programme for new staff. Undertakes training to meet requirements of national service specification. Attend local, regional and national meetings as required. Audit and Research Assists Office Manager and Admin/Failsafe Team Leader with audits as required. Personal and Professional Development Be active in enhancing own personal knowledge and self-development. Attend mandatory and statutory training as required. Attend relevant education, training and study days as required. Other Role-Specific Duties Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require. The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the ward or department and the Trust. Person Specification shortlisting Essential 5GSCE Desirable Understanding of the English National Diabetic Eye Screening Programme Experience Essential 5 GSCE Desirable Experience in a healthcare setting - Previous administrative experience within the NHS or a similar healthcare environment. Equality, Diversity, and Inclusion Essential Evidence of having championed diversity in previous roles ( Evidence of having undertaken own development to improve understanding of equalities issues Person Specification shortlisting Essential 5GSCE Desirable Understanding of the English National Diabetic Eye Screening Programme Experience Essential 5 GSCE Desirable Experience in a healthcare setting - Previous administrative experience within the NHS or a similar healthcare environment. Equality, Diversity, and Inclusion Essential Evidence of having championed diversity in previous roles ( Evidence of having undertaken own development to improve understanding of equalities issues Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name University Hospitals Sussex NHS Foundation Trust (279) Address Sussex House Abbey Rd, Eastern Rd, Kemptown Brighton BN2 5BE Employer's website https://www.uhsussex.nhs.uk/ (Opens in a new tab)