Admin Assistant

Job description

Job responsibilities

Respond to queries about clinical issues including whether a patient needs to attend an appointment, following written protocols and referring exceptions.

Send out letters to patients, general practitioners and diabetologists.

Ensure that patient records are completed in a timely and accurate manner.

Develop sound interpersonal relationships with colleagues.

Work with the Failsafe Officer to formulate, and deliver procedures and protocols.

Collating referral/attendance/DNA and cancellation figures.

Liaise with GP practice regarding patients who have failed to attend/do not want to attend.

Record all referrals made to Ophthalmology and ensure that patients are seen in clinic and reports are sent back to the screening programme.

Arranging, re-arranging / cancelling of clinics as required.

Observing the requirements of the Data Protection Act and the Health & Safety at Work Act.

Attend departmental meetings essential to the development of the service and input/action and implement changes where necessary.

Provide confidential secretarial and administrative support to the Programme Manager.

Proactively seek and maintain up to date information and training to ensure that skills are sustained to a high standard.

Patient safety is a priority and creating an environment where the patient experience is positive and failsafe functions are robust.

To assist the Programme Manager in ensuring the Trusts business objectives and national and local targets are continually monitored and achieved.

To assist in ensuring best clinical/administrative practice by promoting continuous quality improvement as a positive role model and mentor, promoting all aspects of high quality patient care.

Work collaboratively with multi professional teams to ensure practice is efficient, effective, evidence based and safe.

Person Specification

Qualifications

Essential

• Demonstrable experience in administrative related field.
• Literate and numerate GCSE level or equivalent
• Enhanced levels of dexterity and accuracy pertaining to administrative/validation skills including the use of various and intricate software packages.
• Confident and proven ability to manipulate bespoke electronic systems ensuring patient and staff management.

Desirable

• Awareness of diabetic retinopathy and possible related eye conditions.
• Undertake any formal training in line with requirements of National Diabetic Eye Screening Programme

Experience

Essential

• Frequent use of VDU equipment (whole of shift).
• Ability to assist senior staff in ensuring effective and efficient use of all resources across the service.
• Planning and organising, using time-management skills.
• Ability to formulate Standard Operating Procedures.

Desirable

• Experience of working with data in healthcare setting.
• Previous experience in a healthcare setting preferrably in an administrative role

Special Skills & Knowledge

Essential

• The post holder should demonstrate good understanding of all required governance procedures ensuring safe service management.
• Ability to communicate and educate where there may be barriers to understanding.
• Ability to communicate effectively within a multidisciplinary team both Trust-wide and with diabetic patients, over the telephone, in a calm, sensitive, reassuring and persuasive way
• Enhanced IT skills including experience of windows based software including but not restricted to, Microsoft Word, Excel.
• Enhanced IT skills including use of software for call/recall purposes and national patient tracking systems
• To ensure continual validation of programme lists via National System of GP2DRS and oversee text reminding for patient appointments.
• Enhanced dexterity for speed, accuracy and quality of reports produced.
• Ability to see fine detail and have inquisitive methods of working to promote new and efficient processes.

Special Requirements

Essential

• Possible working on a weekend and therefore able to get to all destinations in County Durham and Darlington.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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