Job summary We are looking to recruit an Ophthalmology Pathway Failsafe Co-ordinators. The team will provide a comprehensive and quality failsafe services to the designated departments within Ophthalmology at Leeds Teaching Hospitals. The main focus of the role is to provide clinic and patient management for allocated clinics to avoid delays in treatment. The successful candidate will be motivated, flexible, organised, and enthusiastic to improving the care we provide to Ophthalmology patients. Responsibilities will include coordinating the patient journey from referral to treatment including long term follow-up within Ophthalmology sub-specialties to ensure timely and effective delivery of patient care. Providing administrative support across a range of Ophthalmology sub-specialties supporting the department deliver across a range of performance indicators. If successful, you will work with Consultant and Service Lead colleagues to improve sub-specialty pathway delivery to reduce the risk of avoidable delays. The post has 17.5 hours available. Candidates preference for working hours would be discussed during interview. Main duties of the job To be the named pathway and failsafe co-ordinator for Ophthalmology sub-specialties ensuring failsafe processes are in place to ensure avoidable Delays To proactively manage the administration of patient pathways across a number of Ophthalmology sub-specialties and to resolve appointment queries escalated by the appointments centre and other service areas within the Trust and community. Work with clinical and appointment centre administration and booking teams to identifying capacity and utilisation of Ophthalmology sub-specialities to ensure timely patient care is delivered. Track patients and actively manage patients clinical pathway to ensure appointments, investigations, MDT discussion and treatments are conducted in a timely manner consistent with their timed clinical pathway and expected appointment scheduling. Support service improvement in relation to the administration and delivery of patient pathways across all Ophthalmology sub-specialties as required. As a member of the Ophthalmology administration and failsafe team, to review and manage the clinical rota. Ensure clinic numbers, clinic templates, booking rules and the rotas are reviewed at regular intervals. About us Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients. By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 17 April 2025 Pay scheme Agenda for change Band Band 4 Salary £25,147 to £27,596 a year Contract Permanent Working pattern Part-time Reference number C9298-25-0051 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities Principal Duties: Proactively manage Ophthalmology, Orthoptic, Optometry sub-specialty pathways to ensure patients receive timely appointments within the expected scheduled time. Manage and monitor outpatient scheduling making the best use of capacity. Act as a point of escalation to the Ophthalmology administration and failsafe manager in conjunction with Consultant sub-specialty leads if any concerns within clinic capacity or patient care are identified. Ensure the correct booking of patient appointments within the sub-specialty, prioritising urgent patients as requested by clinicians. This includes liaising with the appointments centre, ensuring patients who do not attend are followed up appropriately at the direction of the clinician. Monitor and action incomplete outcomes making sure clinics are cashed up within a timely manner. To track patients through Ophthalmology, implementing processes to ensure patients are not lost to follow up and ensuring follow up appointments as necessary. Identify potential capacity issues, calculate and monitor average waiting times, ensure the clinic is marked with Consultant annual leave, audit and study days and liaise with the General Manager and Ophthalmology administration and failsafe manager. Ensure clinic sessions are running with maximum utilisation of capacity (filling cancellation slots as necessary in conjunction with the appointments centre) in accordance with the agreed speciality, consultant and clinic protocols. To use the 18 week referral to treatment (RTT) to manage all outpatient sub-specialty pathways, working in conjunction with Ophthalmic secretaries as appropriate. Support the validation of the RTT patient tracking list within sub-specialties. Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment, active monitoring or been discharged as appropriate. To work closely within the Ophthalmology administration and failsafe team to ensure a cohesive service, including providing support, supervision and covering for annual leave and sickness as necessary. Ensure a failsafe loop to ensure patients are not lost to follow-up and the avoidance of delays to follow-ups make sure patients at the highest risk of significant avoidable harm receive follow up review and/or treatment as scheduled. Job description Job responsibilities Principal Duties: Proactively manage Ophthalmology, Orthoptic, Optometry sub-specialty pathways to ensure patients receive timely appointments within the expected scheduled time. Manage and monitor outpatient scheduling making the best use of capacity. Act as a point of escalation to the Ophthalmology administration and failsafe manager in conjunction with Consultant sub-specialty leads if any concerns within clinic capacity or patient care are identified. Ensure the correct booking of patient appointments within the sub-specialty, prioritising urgent patients as requested by clinicians. This includes liaising with the appointments centre, ensuring patients who do not attend are followed up appropriately at the direction of the clinician. Monitor and action incomplete outcomes making sure clinics are cashed up within a timely manner. To track patients through Ophthalmology, implementing processes to ensure patients are not lost to follow up and ensuring follow up appointments as necessary. Identify potential capacity issues, calculate and monitor average waiting times, ensure the clinic is marked with Consultant annual leave, audit and study days and liaise with the General Manager and Ophthalmology administration and failsafe manager. Ensure clinic sessions are running with maximum utilisation of capacity (filling cancellation slots as necessary in conjunction with the appointments centre) in accordance with the agreed speciality, consultant and clinic protocols. To use the 18 week referral to treatment (RTT) to manage all outpatient sub-specialty pathways, working in conjunction with Ophthalmic secretaries as appropriate. Support the validation of the RTT patient tracking list within sub-specialties. Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment, active monitoring or been discharged as appropriate. To work closely within the Ophthalmology administration and failsafe team to ensure a cohesive service, including providing support, supervision and covering for annual leave and sickness as necessary. Ensure a failsafe loop to ensure patients are not lost to follow-up and the avoidance of delays to follow-ups make sure patients at the highest risk of significant avoidable harm receive follow up review and/or treatment as scheduled. Person Specification Experience Essential Previous experience of working in a customer/patient focussed environment, ideally within the NHS in a similar setting. Experience of managing / co-ordinating patient pathways. Highly developed written and verbal communication skills, with experience of dealing with patient queries, concerns and anxiety in a reassuring manner. Ability and willingness to undertake all training required to carry out the requirements of the role. Special Knowledge/ Expertise Ophthalmology terminology in relation to sub-specialty pathways Understand and practices the principles of confidentiality at all times Desirable Working within an Ophthalmology clinical or administrative environment. Use of EPR, Medisoft, Knowledge portal database systems. Training Performance and clinical data systems Service improvement experience in relation to delivering pathways effectively. Experience of contributing to policy development and Standard Operating Procedures. Previous experience of working within the NHS. Knowledge of national targets with respect to Ophthalmology patient pathways. Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation. Additional Requirements Essential Able to fulfil the health requirements of the post as identified in the Job Description, taking into account any reasonable adjustments recommended by Occupational Health. Ability to work in various locations throughout the network of services provided by Leeds Teaching Hospitals NHS Trust Qualifications Essential NVQ level 3 within healthcare or experience equivalent Desirable Excellent word processing skills / qualifications (ECDL or equivalent) Demonstrable evidence of further (relevant) academic qualifications GCSE or equivalent which demonstrates competency in literacy and numeracy Skills & behaviours Essential Flexible working attitude. Attention to detail. Clear and effective communication. Can work under pressure. IT literate, working knowledge of Microsoft Office including excel. Evidence of ability to manage stressful situations including distressed patients and relatives Able to work autonomously but also as part of a team. Flexible approach to the planning and co-ordination of patient pathways to ensure maximum use of clinical time. Desirable Data analysis and production on reports against performance targets Person Specification Experience Essential Previous experience of working in a customer/patient focussed environment, ideally within the NHS in a similar setting. Experience of managing / co-ordinating patient pathways. Highly developed written and verbal communication skills, with experience of dealing with patient queries, concerns and anxiety in a reassuring manner. Ability and willingness to undertake all training required to carry out the requirements of the role. Special Knowledge/ Expertise Ophthalmology terminology in relation to sub-specialty pathways Understand and practices the principles of confidentiality at all times Desirable Working within an Ophthalmology clinical or administrative environment. Use of EPR, Medisoft, Knowledge portal database systems. Training Performance and clinical data systems Service improvement experience in relation to delivering pathways effectively. Experience of contributing to policy development and Standard Operating Procedures. Previous experience of working within the NHS. Knowledge of national targets with respect to Ophthalmology patient pathways. Have a sound understanding of NHS wide initiatives and experience of responding positively to ensure local implementation. Additional Requirements Essential Able to fulfil the health requirements of the post as identified in the Job Description, taking into account any reasonable adjustments recommended by Occupational Health. Ability to work in various locations throughout the network of services provided by Leeds Teaching Hospitals NHS Trust Qualifications Essential NVQ level 3 within healthcare or experience equivalent Desirable Excellent word processing skills / qualifications (ECDL or equivalent) Demonstrable evidence of further (relevant) academic qualifications GCSE or equivalent which demonstrates competency in literacy and numeracy Skills & behaviours Essential Flexible working attitude. Attention to detail. Clear and effective communication. Can work under pressure. IT literate, working knowledge of Microsoft Office including excel. Evidence of ability to manage stressful situations including distressed patients and relatives Able to work autonomously but also as part of a team. Flexible approach to the planning and co-ordination of patient pathways to ensure maximum use of clinical time. Desirable Data analysis and production on reports against performance targets 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 Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)