Job overview
We are delighted to offer an exciting opportunity for the right candidate(s) to join the West Sussex Diabetic Eye Screening Programme. Our service operates across 8 outreach screening locations and supports a population of over 37,000 patients living with diabetes.
This is a rewarding role within a dynamic and evolving environment, where you will play a vital part in helping individuals with diabetes access their regular screening appointments. These screenings are essential for detecting early signs of diabetic eye disease, which, if left untreated, could lead to sight loss.
As a key member of the team, you will be:
1. Adaptable and responsive to a continually changing healthcare landscape
2. Committed to delivering high-quality, patient-centred care
3. An excellent communicator, with strong interpersonal skills
4. Experienced in working with the public, ideally within a healthcare or community setting
If you’re enthusiastic, proactive, and passionate about making a difference in people’s lives, we’d love to hear from you.
Main duties of the job
As a Failsafe & Administration Assistant you would be responsible for
5. Maintaining patient data lists within the specialised database as directed by the Failsafe & Administration Co-ordinator
6. Identifying patients who may have become lost to follow up and implementing corrective procedures
7. ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary
8. the validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action
9. Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion.
10. Provide support and cover as required for all Failsafe & Administration functions. This will involve dealing with telephone enquiries from all sources, assisting with booking patients for screening and Ophthalmology appointments. Validating patient data and ensuring each patient status is correct
11. Monitor Post Office returns, and refer back to the General Practice when invitations or other screening communications are returned, and ensure that effective protocols are in place to ensure that records are maintained
12. identify own learning needs and jointly plan training requirements with your line manager
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Detailed job description and main responsibilities
As a Failsafe & Administration Assistant you would be responsible for
13. Maintaining patient data lists within the specialised database as directed by the Failsafe & Administration Co-ordinator
14. Identifying patients who may have become lost to follow up and implementing corrective procedures
15. ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary
16. the validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action
17. Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion.
18. Provide support and cover as required for all Failsafe & Administration functions. This will involve dealing with telephone enquiries from all sources, assisting with booking patients for screening and Ophthalmology appointments. Validating patient data and ensuring each patient status is correct
19. Monitor Post Office returns, and refer back to the General Practice when invitations or other screening communications are returned, and ensure that effective protocols are in place to ensure that records are maintained
20. identify own learning needs and jointly plan training requirements with your line manager
Communication
21. Communicate in a sensitive manner with patients who may be distressed after the delivery of bad new
22. To liaise with software suppliers to rectify any issues and implement any changes
23. Manage and deal with confidential information
24. Provide reception cover for clinics, if necessary, which will include greeting patients dealing with face-to-face enquiries
25. Participate in team meetings, including booking rooms and circulating associated documents, as required
26. To liaise with medical secretaries, medical records team, and screening administration where appropriate.
27. To deal with telephone calls with calmness, discretion and compassion – ensuring strict confidentiality at all times
28. To contact GP surgeries as required to assist with enquiries and patient queries
29. To maintain an excellent working relationship with Health Care Professional enquiries and patient queries
30. To maintain an excellent working relationship with all service stakeholders
31. Imparts complex information to patients and employs influencing skills to help to persuade patients to attend clinics
Service Delivery and Improvement
32. Maintaining patient data lists within the OptoMize database as directed by the Failsafe & Administration Co-ordinator
33. Identifying patients who may have become lost to follow up and implementing corrective procedures
34. Tracking patients referred through the Ophthalmology process and auditing their care, ensuring those patients who require treatment following referral from the Retinal Screening Unit have this arranged
35. Identifying conflicting outcomes between Ophthalmology and Diabetic Eye Screening and advising the Failsafe Officer accordingly.
36. Assist with the presentation of information for the purpose of reporting, discussing and presenting retinal screening data to internal/external parties
37. Maintain compliance with all Trust and WSDEPS policies and procedures
38. To ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary
39. To ensure an excellent level of customer service is maintained at all times
40. Validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action
41. Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion and under the guidance of the WSDESP policy Ensure all invitation and result letters are sent by following the WSDESP protocol
42. Ensure that any new and amended National Screening Committee Failsafe & Administration Policies are read and understood and any revised processes are adopted
43. To ensure that the weekly returns of patient activity in Ophthalmology are actioned in accordance with the WSDESP protocol
44. To validate patient check reports provided by the Failsafe & Administration Co-ordinator
45. Ensure outcomes from Ophthalmology consultations are entered onto the screening programme database
46. Ensure that all information entered onto the database is completed in a timely and accurate manner
People Management and Development
47. To be responsible for own personal development
48. To be able to provide advice, or demonstrate own activities or workplace routines to a new or less experienced member of staff in own work
49. Participate in the Trust appraisal process
Patient Care Delivery
50. Provide support and cover as required for all Failsafe & Administration functions. This will involve dealing with telephone enquiries from all sources, assisting with booking patients for screening and Ophthalmology appointments. Validating patient data and ensuring each patient status is correct
51. Monitor Post Office returns, and refer back to the General Practice when invitations or other screening communications are returned, and ensure that effective protocols are in place to ensure that records are maintained and periodic reviews take place when new addresses are not immediately identified
52. Ensuring all Opt Outs are dealt with by following the WSDESP guidance
53. Ensure that the processes for notifying the programme about patients treated outside of the screening programme catchment area are followed
Learning and Development
54. Attend mandatory training updates as required
55. Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
56. Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
57. Identify own learning needs and jointly plan training requirements with your line manager
58. Participate in the Trust’s appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Person specification
Experience/Qualifications
Essential criteria
59. 5 GCSE / O level grade C or above to include Maths and English (or equivalent experience)
60. Computer literacy skills to RSA 2 or equivalent
61. Previous experience of working in an administrative role
62. Previous experience of dealing with the public both on the telephone and face-to-face in a reception environment
63. Knowledge of computerised databases
64. Able to maintain accurate records and documentation
Desirable criteria
65. Diabetic Retinopathy Screening Certificate
66. BARS Administration Certificate
67. Understanding of the principles involved in failsafe and how they are used in screening including the English National Diabetic Eye Screening Programme guidelines for inclusion and exclusion criteria, timelines for appointments and referral timeseness and understanding of NHS culture
68. Experience of working in a Diabetic Eye Screening Programme
69. Experience of assisting in the development of policy and procedural documentation
70. Experience of stock taking
Skills
Essential criteria
71. Effective written and verbal communication skills
72. Pleasant and efficient telephone manner with the ability to deal with high volumes of calls from both internal and external sources
73. Maintain an excellent working relationship with all service stakeholders
74. Able to deal with complex issues in a demanding and busy environment
75. Ability to problem solve
76. Able to organise own workload to ensure daily/weekly/monthly tasks are completed
77. Standard keyboard skills
78. Excellent attention to detail
People Management and Development
Essential criteria
79. Able to manage conflicting deadlines
80. Proven team working skills Able to identify and prioritise complex, often time-restricted workload and projects to specified deadlines
81. To identify own training and development needs
82. Able to provide advice, or demonstrate own activities or workplace routines to a new or less experienced member of staff in own work
Desirable criteria
83. Experience of working on research and development projects
84. Ability to assist the Programme Manager or Clinical Lead with research opportunities
Specific Requirements
Essential criteria
85. Able to remain calm in stressful situations
86. Willingness to work occasional weekends
87. Able to work within a team environment and share the workload of a busy and demanding service
88. Able to work with minimal supervision and keen to learn new skills
Freedom to Act
Essential criteria
89. Able to work autonomously and make decisions but know when to escalate
90. Responsible for adhering to standard procedures within own area.
Equality, Diversity, and Inclusion
Essential criteria
91. Evidence of having championed diversity in previous roles (as appropriate to role).
92. Evidence of having undertaken own development to improve understanding of equalities issues.
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications