Service Administrator

Band 3

Main area

• Greater Nottingham Diabetic Eye Screening Programme
• Grade
• Band 3
• Contract
• Permanent
• Hours
• Full time - 37.5 hours per week
• Job ref
• 164-4904542-A Site
• Ropewalk House
• Town
• Nottingham
• Salary
• £21,730 - £23,177 per annum
• Salary period
• Yearly
• Closing
• 01/03/2023 08:00Job overview

The Greater Nottingham Diabetic Eye Screening Programme (GNDESP) requires a dedicated Service Administrator to work in a team with the aim of reducing sight loss and the delivery of the Eye Screening Service across the Greater Nottingham Region.

Main duties of the job

The service administrator is responsible for the accurate and timely processing and inputting of information for the Diabetic Retinopathy Screening Programme. You will liaise with service users to ensure the clerical procedures in the office run to the highest standards. The administration team are required to be fully competent in all elements and processes of the diabetic eye screening patient pathway and how they are managed, tracked and audited.

Working for our organisation

The post offers an ideal opportunity for a highly motivated, enthusiastic and meticulous person who aspires to a career within the NHS and to train within a highly regarded Diabetic Eye Screening Programme.

The GNDESP is delivered in line with National quality assurance standards, local policies and procedures. The role requires excellent verbal and written communication with patients, colleagues within the Trust and in primary and secondary care.

Detailed job description and main responsibilities

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 criteria

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

Desirable criteria

• 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 criteria

• Minimum of 18 months administration experience
• Familiar with medical terminology
• Experience dealing with patient complaints on the telephone and in writing
• Experience of working effectively within a team - Confident using Microsoft Excel
• Awareness of patient confidentiality and data protection

Desirable criteria

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