Job summary
Within the Ophthalmology Department we are working hard to ensure we put our patients at the heart of everything we do. We are on an exciting improvement journey coming out of the Pandemic and can offer you a rewarding, flexible and supportive role.
To support the Ophthalmology team in administrative duties. This will include facilitating staff meetings, room bookings, taking notes / minutes, and working with Microsoft packages.
To provide and maintain accurate and robust technical support rotas.
Supporting the Ophthalmology Matron, Principal Optometrist and Head Orthoptist in delivering the operational live rotas in accordance with set deadlines.
To take charge of all CMFs for the AHP lead visual field and Imaging clinics with the required notification policy of 8 weeks.
To be responsible for the recruitment to vacant posts of technical support team.
To organise the technical staffing induction. Ensuring competencies are completed and signed off in line with the departmental policy.
To attend Care group meetings as required and report and advise on medical staffing issues.
Main duties of the job
To support the day to day running of the Ophthalmology service and provide administrative support to the Service Manager, Ophthalmology Matron, Lead Optometrist and Head Orthoptist to ensure the provision of a high-quality co-ordinated service and that all deadlines are met.
This position requires the post holder to undertake a large proportion of administrative duties exercising initiative, discretion and skill.
To ensure accurate and robust rotas are prepared and maintained for ophthalmology technical team.
To complete and send CMF and AGN's to increase or reduce capacity appropriately.
To actively monitor the technical staff sickness and absence in line with the trusts policy.
To act as administrator for the site-based Care group in relation to Senior Management issues, and be responsible for and undertake a broad range of delegated duties from the Management Team.
To manage small projects within the care group as and when appropriate
To monitor and record sickness, annual and study leave, including return to work interviews. Ensure clinics are covered with appropriate staff ensuring that activity levels for the Care group are maintained.
To update staff, leave absences and overtime on Health roster for Technicians, Orthoptists and Optometrists on a monthly basis before deadline.
About us
We are one of the largest hospital trusts in England, with fivehospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Job description
Job responsibilities
Line Management
To be responsible for the day to day line management of Band 3 Optical service admin assistant.
To be responsible for the management of the workload of the Speciality administration service ensuring adherence to Key Performance Indicators to achieve the highest levels of quality, turnaround times and customer service.
Specialty/Divisional Administration Management
To act as administrator for the site-based Speciality team in relation to Senior Management issues.
To co-ordinate and monitor stationary stock levels as appropriate.
To be responsible for the ordering of equipment as required including liaison with NHS supplies, company representatives and the receiving department.
To be responsible for the appropriate management of informal complaints directed to the Care group / Specialty.
To provide cross cover for colleagues across the specialty (inc. AMD department).
Patient Pathway Development
To be responsible for the management of small projects for the Care Group as and when required. Scope of these projects will be outlined at Appraisal (Delivering Performance Review process).
Please scroll down to access the full Job Description and Person Specification located in Documents to download.
If you have further queries please dont hesitate to contact the line manager using the contact details below.
Job description
Job responsibilities
Line Management
To be responsible for the day to day line management of Band 3 Optical service admin assistant.
To be responsible for the management of the workload of the Speciality administration service ensuring adherence to Key Performance Indicators to achieve the highest levels of quality, turnaround times and customer service.
Specialty/Divisional Administration Management
To act as administrator for the site-based Speciality team in relation to Senior Management issues.
To co-ordinate and monitor stationary stock levels as appropriate.
To be responsible for the ordering of equipment as required including liaison with NHS supplies, company representatives and the receiving department.
To be responsible for the appropriate management of informal complaints directed to the Care group / Specialty.
To provide cross cover for colleagues across the specialty (inc. AMD department).
Patient Pathway Development
To be responsible for the management of small projects for the Care Group as and when required. Scope of these projects will be outlined at Appraisal (Delivering Performance Review process).
Please scroll down to access the full Job Description and Person Specification located in Documents to download.
If you have further queries please dont hesitate to contact the line manager using the contact details below.
Person Specification
Essential
Essential
- Previous line management experience
- Minute taking experience
Desirable
- Previous NHS experience
- Rota management experience
Essential
Essential
- Line management experience minimum of 2 years
- PAS Knowledge, IT experience and Microsoft packages
- Data entry and Staff co-ordination
- Dealing with patient complaints
Desirable
- Staff rota management
- Line management experience
- Previous NHS experience
Person Specification
Essential
Essential
- Previous line management experience
- Minute taking experience
Desirable
- Previous NHS experience
- Rota management experience
Essential
Essential
- Line management experience minimum of 2 years
- PAS Knowledge, IT experience and Microsoft packages
- Data entry and Staff co-ordination
- Dealing with patient complaints
Desirable
- Staff rota management
- Line management experience
- Previous NHS experience
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
