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Administrative Assistant

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University Hospitals Sussex NHS Foundation Trust (279)

9d ago

  • Job
    Full-time
    Junior & Mid Level
  • Healthcare
  • Brighton & Hove

AI generated summary

  • You will assess ophthalmologist reports, handle patient inquiries, manage data, ensure compliance with protocols, and support staff while providing excellent patient service in a screening program.
  • You will assess ophthalmology reports, manage patient inquiries, liaise with GPs, ensure screening compliance, perform administrative tasks, and support staff training and audits.

Requirements

  • Receives reports from ophthalmologists and assesses these to ensure appropriate action is taken within appropriate timescales.
  • Adheres to unit protocols and policies.
  • Act as role model and advisor to less experienced staff.
  • Advises retinal screener/graders when they are undertaking office duties.
  • Deals with telephone enquiries from patients and GP surgeries and makes assessment of action required.
  • Offers advice to patients as to whether or not they should be attending screening clinics, working within National Diabetic Eye Screening Programme (NDESP) guidance.
  • Imparts complex information to patients and employs influencing skills to help persuade reticent patients to attend clinics.
  • Writes specific letters to patients and their GPs addressing their individual needs as necessary.
  • Liaises with GP surgeries and deals with enquiries about appointments, referrals and results.
  • Works closely with other administrators to ensure efficient delivery of the service.
  • Liaises with retinal screeners on a daily basis.
  • Liaises with administrative staff at the Sussex Eye Hospital and 3 other referral centres with regard to treatment and follow up of screening patients.
  • Attends unit meetings to ensure effective communication of unit/Trust issues.
  • Performs general administrative duties for Retinopathy Screening as determined by the Office Manager and Admin Failsafe Team Leader.
  • Implements policies on day-to-day basis and suggests changes to these to reflect the needs of the service and patients as required.
  • Deals appropriately with patients who DNA, ensuring follow up.
  • Ensures appointment letters and results letters are sent in accordance with times and dates agreed on the telephone and within timelines set out by the NDESP.
  • Enters data from GP referrals and validates that patient is new to the system.
  • Checks for ophthalmic treatment history.
  • Ensures patients are invited for screening within the time guidelines of the NDESP.
  • Runs data enquiries in computer software and moves results into spreadsheet to extract appropriate information.
  • Identifies those patients on central register who require annual re-call.
  • Checks and validates patient contact details and status within screening programme using NHS Spine and Hospital patient admin system as necessary before annual recall.
  • Participate in the local induction programme for new staff.
  • Undertakes training to meet requirements of national service specification.
  • Attend local, regional and national meetings as required.
  • Assists Office Manager and Admin/Failsafe Team Leader with audits as required.
  • Be active in enhancing own personal knowledge and self-development.
  • Attend mandatory and statutory training as required.
  • Attend relevant education, training and study days as required.
  • Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.
  • The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the ward or department and the Trust.

Responsibilities

  • Receives reports from ophthalmologists and assesses these to ensure appropriate action is taken within appropriate timescales.
  • Adheres to unit protocols and policies.
  • Act as role model and advisor to less experienced staff.
  • Advises retinal screener/graders when they are undertaking office duties.
  • Deals with telephone enquiries from patients and GP surgeries and makes assessment of action required.
  • Offers advice to patients as to whether or not they should be attending screening clinics, working within National Diabetic Eye Screening Programme (NDESP) guidance.
  • Imparts complex information to patients and employs influencing skills to help persuade reticent patients to attend clinics.
  • Writes specific letters to patients and their GPs addressing their individual needs as necessary.
  • Liaises with GP surgeries and deals with enquiries about appointments, referrals and results.
  • Works closely with other administrators to ensure efficient delivery of the service.
  • Liaises with retinal screeners on a daily basis.
  • Liaises with administrative staff at the Sussex Eye Hospital and 3 other referral centres with regard to treatment and follow up of screening patients.
  • Attends unit meetings to ensure effective communication of unit/Trust issues.
  • Performs general administrative duties for Retinopathy Screening as determined by the Office Manager and Admin Failsafe Team Leader.
  • Implements policies on day-to-day basis and suggests changes to these to reflect the needs of the service and patients as required.
  • Deals appropriately with patients who DNA, ensuring follow up.
  • Ensures appointment letters and results letters are sent in accordance with times and dates agreed on the telephone and within timelines set out by the NDESP.
  • Enters data from GP referrals and validates that patient is new to the system.
  • Checks for ophthalmic treatment history.
  • Ensures patients are invited for screening within the time guidelines of the NDESP.
  • Runs data enquiries in computer software and moves results into spreadsheet to extract appropriate information.
  • Identifies those patients on central register who require annual re-call.
  • Checks and validates patient contact details and status within screening programme using NHS Spine and Hospital patient admin system as necessary before annual recall.
  • Participate in the local induction programme for new staff.
  • Undertakes training to meet requirements of national service specification.
  • Attend local, regional and national meetings as required.
  • Assists Office Manager and Admin/Failsafe Team Leader with audits as required.
  • Be active in enhancing own personal knowledge and self-development.
  • Attend mandatory and statutory training as required.
  • Attend relevant education, training and study days as required.
  • Carry out any other reasonable duties commensurate with the role and delegated or requested by the manager or supervisor, as the needs of the service require.
  • The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the ward or department and the Trust.

FAQs

What are the main responsibilities of the Administrative Assistant in the clinical setting?

The main responsibilities include receiving and assessing reports from ophthalmologists, ensuring appropriate actions are taken, managing communication with patients and GP surgeries, performing general administrative duties, and liaising with other departments regarding treatment and follow-up of screening patients.

What communication tasks are expected from the Administrative Assistant?

The Administrative Assistant is expected to handle telephone inquiries from patients and GP surgeries, offer advice about attendance at screening clinics, communicate complex information to patients, and write letters addressing individual patient needs.

How does the role support patient appointments and follow-ups?

The role ensures appointment letters and results letters are sent within timely guidelines, follows up with patients who do not attend (DNA), and validates patient information to ensure they receive appropriate screening invitations.

What type of training and education is expected for this role?

The role includes participation in the local induction programme for new staff, undertaking training to meet national service specifications, attending relevant education and training sessions, and engaging in personal and professional development.

Are there opportunities for personal and professional development in this position?

Yes, there are opportunities for personal and professional development, including attending mandatory training, professional training, and study days as required.

What kind of administrative duties will the Administrative Assistant perform?

The Administrative Assistant will perform general administrative duties as determined by the Office Manager, implement policies, manage data entry from GP referrals, and assist with audits as required.

Does the role involve collaboration with other team members?

Yes, the role involves close collaboration with other administrators, retinal screeners, and administrative staff at various referral centers to ensure efficient service delivery.

Will the Administrative Assistant have any leadership responsibilities?

Yes, the Administrative Assistant is expected to act as a role model and advisor to less experienced staff and to provide guidance to retinal screeners during office duties.

How does the position contribute to data management and audits?

The position includes running data inquiries, extracting information for spreadsheets, identifying patients requiring annual recall, and assisting with audits as needed.

Is there flexibility in performing other duties within the role?

Yes, the job includes carrying out any reasonable duties as delegated or requested by the manager or supervisor, adapting to the changing needs of the service.

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University Hospitals Sussex NHS Foundation Trust (279)

We run seven hospitals along with medical training, innovation and research. We put Patients First.

Science & Healthcare
Industry
10,001+
Employees
2021
Founded Year

Mission & Purpose

University Hospitals Sussex NHS Foundation Trust is one of the largest acute trusts in the UK and provides a wide range of clinical services to people in West Sussex, Brighton and Hove, and parts of East Sussex. Our seven hospitals host more than 1.5 million outpatient appointments, A&E visits and surgery cases every year and employ nearly 20,000 staff.