Service Administrator

Job description

Job responsibilities

Please refer to the job description and person specification attached to the advert for the full details.

The Service Administrator will assist in delivering the service by;

Answer incoming telephone calls and respond to queries

Ensure the Greater Nottingham Diabetic Eye Screening Programme is developed, delivered and monitored in accordance with the National Service Specification.

Populate specific local trackers for capacity analysis

Escalate concerns to programme and deputy manager in a timely way

Liaise with the multi-disciplinary team linked to the service and attend necessary meetings

Monitor stock levels

Maintain and further develop close co-operation between Optometry, Ophthalmology, Medical and Clerical / Administrative staff to support the delivery of screening and treatment of sight threatening diabetic retinopathy.

Ensure that people with diabetes are offered and receive systematic, high quality screening, grading, referral and treatment for sight threatening diabetic retinopathy

Support implementation of research based practice as well as specific audits within the programme as appropriate. This will require provision of supporting data for the production of prompt monthly, quarterly and annual reports to ensure key targets are met and a high quality service is delivered for people with diabetes

Adopt a flexible approach in providing sickness and absence cover within the team as required.

Ensure adequate personal development and local accreditation to ensure the post holder fully meets National quality assurance standards

Carry out effective communication between staff and external suppliers of screening sites, equipment and software to maintain service delivery

Assist with effective problem solving

Develop appropriate expertise in relevant aspects of diabetes, associated complications and other relevant diseases to help answer patient queries

Facilitate collaboration with healthcare professionals including dealing with patient safety incidents and complaints.

Daily enveloping of patient letters using the inserter machine, ensure that information leaflets and other documentation is provided in a timely manner to assist in meeting national quality assurance objectives

Maintain and enhance the reputation of the Service

To undertake a key role in routine data inputting. Process and update the patient management system with accurate health documentation

To be mindful of the need for continuous improvement and development of all aspects of the Service

Undertake any other duties that may reasonably be required

Adhere to all local standard operating procedures and Trust wide polices

Person Specification

Training & Qualifications

Essential

• 4 GCSE or equivalent qualifications including English and Mathematics or equivalent qualification or evidence of competency gained through experience
• EDCL or equivilent experience

Desirable

• Knowledge and understanding and of diabetes and diabetic retinopathy
• Passed relevant units in the City & Guilds level 3 diabetic retinopathy course
• Experience of Optomize software

Experience

Essential

• oMinimum of 18 months administration experience
• oFamiliar with medical terminology
• oExperience dealing with patient complaints on the telephone and in writing
• oExperience of working effectively within a team oConfident using Microsoft Excel
• oAwareness of patient confidentiality and data protection

Desirable

• oExperience of clerical or administrative team working in a clinical environment
• oProven experience in database handling and development
• oEvidence of successful personal initiatives to positively change large systems
• oExperience of hospital systems such as Medway PAS and Notis

Planning and organisation skil

Essential

• Able to organise own work schedule within prescribed deadlines
• Work autonomously
• Manage time effectively and use initiative
• Give consistent and stable performance under pressure
• Demonstrate an awareness of the importance of prompt timekeeping and good attendance at the workplace

Communication and relationship

Essential

• oAble to convey written and verbal information accurately
• oExcellent interpersonal and communication skills
• oAbility to positively influence change
• oRecognises own role as part of an effective team

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

Nottingham University Hospitals NHS Trusts

Address

Ropewalk House

113 The Ropewalk

Nottingham

NG1 5DU

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)