Admin Assistant

Towork as a key member of the Diabetic Eye Screening Programme administrationfunction, ensuring the highest levels of patient safety. To provide clerical support to the diabeticretinal screening service. To bookscreening appointments and be the first point of contact for telephoneenquiries from patients / carers, GP practices.To monitor patients and ensure they have timely screening / review inOphthalmology. Main duties of the job Respond to frequent enquiries from patients, carers and NHSstaff using written and verbal communication using empathy, sensitivity andjudgement. Deal with all queries in a professional and confidential manner,especially where there are barriers to understanding Arrange patient appointments ensure that patients are screenedin as per guidelines Maintain list of patients from diabeticregister, GP practices and new referrals, Respond to queries about clinical issues including whether apatient needs to attend an appointment, following written protocols andreferring exceptions. Send out letters to patients, general practitioners anddiabetologists. Ensure that patient records are completed in a timely andaccurate manner. Develop sound interpersonal relationships with colleagues. Work with the Failsafe Officer to formulate, and deliverprocedures and protocols. Collating referral / attendance / DNA and cancellation figures. Liaise with GP practice regarding patients who have failedto attend / do not want to attend. Record all referrals made to Ophthalmology and ensure thatpatients are seen in clinic and reports are sent back to the screeningprogramme. Arranging, re-arranging / cancelling of clinics as required. Observing the requirements of the Data Protection Act andthe Health & Safety at Work Act. Attend departmental meetings essential to the development ofthe service and input / action and implement changes where necessary. Provide confidential secretarial and administrative supportto the Programme Manager. Proactively seek and maintain up to date information andtraining to ensure that skills are sustained to a high standard. Patient safety is a priority and creating an environmentwhere the patient experience is positive and failsafe functions arerobust. To assist the Programme Manager in ensuring the Trustsbusiness objectives and national and local targets are continually monitoredand achieved. To assist in ensuring best clinical / administrative practiceby promoting continuous quality improvement as a positive role model andmentor, promoting all aspects of high quality patient care. Work collaboratively with multi professionalteams to ensure practice is efficient, effective, evidence based and safe.

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.
  
  If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.