Job summary The post holder will provide administration and scheduling support to the Secretarial Pathway Coordinators within the Ophthalmology department, to enable the provision of patient care. Good communication with patients, relatives, general practitioners, community optometrists and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post holder will be expected to work as part of a team, having a flexible attitude to work, adaptable and proactive. Main duties of the job The post holder will act as a link between the Consultants, Medical Staff, Secretaries and Failsafe Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality To be aware of surgery waiting times and ensure appointments are booked within the appropriate timescales. To manage workload and understand RTT pathway targets and ensure patients are booked in priority order To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required. To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines. Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained. You must be able to make last minute changes to appointments/theatre lists, to ensure full utilisation of theatre and clinic time. Provide non-clinical information to patients, patients relatives, GP's, community optometrists and other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly. General admin duties such as scanning paper documents to patient records, distribution of departmental post as applicable. About us We employ more than 6,500 staffwho deliver compassionate care from our two main hospitals,Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, healthcentres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT. We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services. We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza. We continue to modernise and invest in our health services to build on our strong reputation.Foundation trusts are public leaders in improving quality in health services. They are part of the NHS- yet decisions about what they do and how they do it are driven by independent boards. Boardslisten to their Council of Governors and respond to the needs of their members - patients, staff andthe local community. Foundation trusts provide what the health service wants, yet are also free to invest quickly in thechanges to the local community needs, in striving to be the best, and in putting their patients first. Date posted 30 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum, pro rata Contract Fixed term Duration 12 months Working pattern Part-time, Flexible working Reference number 372-SURG1900 Job locations Huddersfield Royal Infirmary Acre street Huddersfield HD3 3EA Job description Job responsibilities The post holder will act as a link between the Consultants, Medical Staff, Secretaries and Failsafe Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality To be aware of surgery waiting times and ensure appointments are booked within the appropriate timescales. To manage workload and understand RTT pathway targets and ensure patients are booked in priority order To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required. To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines. Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained. You must be able to make last minute changes to appointments/theatre lists, to ensure full utilisation of theatre and clinic time. Register patients accurately on the waiting list and outpatient systems. Send appropriate information regarding admission/procedures. Provide non-clinical information to patients, patients relatives, GPs, community optometrists and other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly. To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others. General admin duties such as scanning paper documents to patient records, distribution of departmental post as applicable. Ad hoc duties as required and requested by the Secretarial Pathway and/or Ophthalmology Admin and Failsafe Manager. This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required. Job description Job responsibilities The post holder will act as a link between the Consultants, Medical Staff, Secretaries and Failsafe Co-ordinators ensuring all communication is passed on accurately whilst upholding confidentiality To be aware of surgery waiting times and ensure appointments are booked within the appropriate timescales. To manage workload and understand RTT pathway targets and ensure patients are booked in priority order To ensure that the Electronic Patient Records are an accurate documentation of the patients care, updating information where necessary and as required. To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines. Provide support with auditing surgical waiting lists through validation, thereby anticipating any problems, which may arise, thus ensuring waiting list key standard targets are met/maintained. You must be able to make last minute changes to appointments/theatre lists, to ensure full utilisation of theatre and clinic time. Register patients accurately on the waiting list and outpatient systems. Send appropriate information regarding admission/procedures. Provide non-clinical information to patients, patients relatives, GPs, community optometrists and other hospitals etc, whilst exercising judgement to ensure that all the relevant personnel are given necessary information as quickly as possible, thereby ensuring that any action, which needs to be taken, is taken promptly. To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others. General admin duties such as scanning paper documents to patient records, distribution of departmental post as applicable. Ad hoc duties as required and requested by the Secretarial Pathway and/or Ophthalmology Admin and Failsafe Manager. This is not an exhaustive list of duties. The post holder is expected to undertake these and any other relevant duties when required. Person Specification QUALIFICATIONS / TRAINING Essential English and Math GCSE grade 9-2 (A-E) or equivalent or high level of literacy and numeracy skills demonstrated within application Willingness to undertake any training or development relevant to the role Desirable Competence based level 2 Qualification e.g. NVQ or Diploma in Administration or Customer Service qualification Minimum of RSA II typing / Word processing skills or equivalent KNOWLEDGE, EXPERIENCE & EXPERTISE Essential Recent relevant experience working within a patient/customer focused office environment Experience of using Microsoft Office package, e.g. Word, Excel and Outlook Experience of working to deadlines and targets Ability to prioritise workload and work in an accurate and timely manner Demonstrable experience of excellent and accurate inputting skills Awareness of confidentiality and Information Governance Excellent communication skills, able to communicate clearly and concisely both on the telephone and face to face Desirable Recent experience of working in an NHS environment Awareness of Local and National NHS guidelines Understanding of Trust policies and procedures and their impact on service delivery Experience of e-Referral and EPR systems Experience working within an Ophthalmic setting Knowledge of outpatient clinics in EPR Knowledge of the Trust's 18-week RTT pathway COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES Essential Ability to demonstrate excellent communication and organisational skills Professional and positive attitude Flexible and adaptable Approachable and supportive to others Person Specification QUALIFICATIONS / TRAINING Essential English and Math GCSE grade 9-2 (A-E) or equivalent or high level of literacy and numeracy skills demonstrated within application Willingness to undertake any training or development relevant to the role Desirable Competence based level 2 Qualification e.g. NVQ or Diploma in Administration or Customer Service qualification Minimum of RSA II typing / Word processing skills or equivalent KNOWLEDGE, EXPERIENCE & EXPERTISE Essential Recent relevant experience working within a patient/customer focused office environment Experience of using Microsoft Office package, e.g. Word, Excel and Outlook Experience of working to deadlines and targets Ability to prioritise workload and work in an accurate and timely manner Demonstrable experience of excellent and accurate inputting skills Awareness of confidentiality and Information Governance Excellent communication skills, able to communicate clearly and concisely both on the telephone and face to face Desirable Recent experience of working in an NHS environment Awareness of Local and National NHS guidelines Understanding of Trust policies and procedures and their impact on service delivery Experience of e-Referral and EPR systems Experience working within an Ophthalmic setting Knowledge of outpatient clinics in EPR Knowledge of the Trust's 18-week RTT pathway COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES Essential Ability to demonstrate excellent communication and organisational skills Professional and positive attitude Flexible and adaptable Approachable and supportive to others 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 Calderdale and Huddersfield NHS Foundation Trust Address Huddersfield Royal Infirmary Acre street Huddersfield HD3 3EA Employer's website https://www.cht.nhs.uk (Opens in a new tab)