Please note that this job is open only to current members of staff of Cardiff University who are eligible for redeployment. Internal Redeployment Only - Administrator and Optical Assistant Cardiff School of Optometry and Vision Sciences Cardiff University is well known for the quality of its eyecare services, and we are excited to welcome applications for a new post of Administrator and Optical Assistant to join our front of house team at the University’s Eye Care Centre. For this varied and rewarding role, we are seeking a candidate to support our busy multi-disciplinary ophthalmic team by supporting the optometrists with health scans and visual field tests, assisting with frame selection and spectacle collections as well as educating patients on eyewear care (training will be provided). You will also cover our reception desks, and provide administrative support, such as, planning clinic diaries and rotas as well as processing NHS paperwork, creating outcome reports, and co-ordinating optometrist placements within our clinics. If you enjoy active and varied roles and consider yourself to be self-motivated with strong organisation skills, this role is for you. This position is part-time (21 hours per week, Tuesday to Thursday) for a fixed term period of 3 years. Salary: £24,900 - £25,733 per annum, pro rata (Grade 3). This is an on-campus role based in the School’s teaching/NHS clinics. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression. We are a proud Living Wage supporter. Please contact Kristina Wramba/Stacey Coleman ( eyeclinic@cardiff.ac.uk ) or Carline Beaumont ( beaumontcp@cardiff.ac.uk ) for an informal, confidential discussion about the role. Closing date: Thursday, 19 June 2025 Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds. We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements. Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English. Job purpose Provide an administrative and technical service to the School of Optometry and Vision Sciences, completing a range of routine tasks to meet operational and customer service requirements, ensuring the Optometry team is supported and key duties undertaken. Duties and Responsibilities Key duties • Deal with a range of enquires from internal (staff and students) and external (members of the public) customers in a professional manner, establishing their needs and adapting the standard responses accordingly. • Work with others to make recommendations for the development and improvement of current University processes and procedures. • Create good working relationships with key contacts to help improve service levels. • Undertake a variety of administrative duties to support the team and department. • Gather and review data to update administrative systems such as databases and spreadsheets, making sure the information is accurate, and highlighting to your line manager basic trends and patterns. • Actively contribute to the success of the team and support the supervision and management of it. Specific duties • Support the multi-disciplinary team providing eye care services to the general public. This will include providing general administrative and technical support to the clinic managers/supervisors/leads and the wider professional service clinic team. • Conduct eye heath pre-screening tests and procedures such as visual acuity, OCT scanning and visual fields. • Assist patients with frames selection, spectacle collections and other dispensing tasks as well as educating patients on eyewear care. • Process NHS paperwork, including creating outcomes reports and claiming fees ensuring accuracy and working to NHS deadlines. • In line with practice policy, plan and manage clinic diaries and rotas in consultation with clinical leads and/or clinic managers/supervisors, to ensure excellent patient experience. • Co-ordinate the placement of Optometrists to the clinic, ensuring that placement paperwork is completed and approved in advance of placements taking place, induction processes are followed, and placement data is updated regularly. • Book appointments, and prepare clinic information, ensuring the accuracy of records is maintained and appointment slots are booked in the most efficient manner. Anticipate any changes in circumstances and ensure any potential waiting times are reduced, wherever possible. • Ensure patient’s quality of care and safety is maintained during their entire visit including escorting to and collecting from various parts of the building. • Anticipate any changes in circumstances and ensure any potential waiting times are reduced, wherever possible. • Complete end of day administrative checks and banking, resolving and/or escalating discrepancies/concerns immediately to the School’s clinic/finance managers, when appropriate. • Act as a first point of contact for the School’s Clinics, and provide cover/support for other eye clinic reception/optical assistant colleagues, when required Please see additional information for further general duties of role. General duties • In line with the Data Protection legislation and the Caldicott Principles of Confidentiality, you will be expected to maintain confidentiality in relation to personal and patient information including clinical and non-clinical records, as outlined in the contract of employment. This legal duty of confidentiality continues to apply after an employee has left Cardiff University. You may access information only on a need-to-know basis in the direct discharge of duties and divulge information only in the proper course of duties. • The School is committed to meet its obligations to minimise infection. All clinical optometry/ophthalmic staff are responsible for protecting and safeguarding patients, service users, visitors and employees against the risk of acquiring healthcare associated infections. This responsibility includes being aware of and complying with the NHS Infection, Prevention and Control procedures/policies. • To abide by University and NHS policies on Health and Safety and Equality and Diversity. • Uphold the Professional Services Values & Behaviours or local equivalent. • Perform other duties, which are not included above, but which will be consistent with the role. IMPORTANT NOTE TO CANDIDATES: It is the University’s policy to use the person specification as a key tool for short-listing and we only invite candidates to interview who clearly evidence that they meet (or partially meet) each of the essential criteria. During the application process you will be asked to attach a supporting statement. This statement must outline how you meet the criteria below and we recommended formatting this by using each criteria as a sub-heading and providing your relevant experience/evidence below each sub-heading. It is crucial that you save your supporting statement with the vacancy number (eg. 1234BR) in the filename as failure to do so may result in it being omitted from your application. Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test). Essential Criteria Qualifications and Education 1. NVQ 2/GCSE level A-C or equivalent qualification/work related experience. Knowledge, Skills and Experience 2. A dependable individual, who is pro-active, adaptable, diplomatic with excellent communication skills, along with a willingness to contribute positively to the professional services of the University. 3. Ability to carry out a variety of administrative/technical tasks, including writing clearly, concisely and accurately. 4. A good level of l IT competence, including an excellent working knowledge of recent versions of Microsoft Word, and Excel. 5. Ability to set up and maintain standard administrative systems and procedures, including using University systems to collate and record data online and in hard copy. (Training will be provided where required). Customer Service, Communication and Team Working 6. Ability to communicate with a wide range of people effectively and courteously whilst maintaining professional standards, adapting your language and style of communication depending on who you are communicating with. Ability to apply confidentiality and discretion in an office/clinical environment. 7. Ability to work well with your team, knowing how to give advice, guidance and feedback (to colleagues and members of the public) as appropriate. 8. Ability to deal with requests for information or service, resolving customer issues where appropriate, or being able to escalate where necessary. Planning, Analysis and Problem solving 9. Ability to follow instructions but also to work on own initiative and unsupervised to deadlines, planning, organising and setting priorities for own work, as well as managing small projects, as appropriate. 10. A sound approach to problem solving, with evidence of previous experience resolving a difficult situation either independently or with appropriate colleague support. Desirable Criteria 1. Experience of working as a receptionist in an NHS or similar clinical environment. 2. Experience of working in a higher education environment. 3. Ability to speak/ understand Welsh or a willingness to learn.