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Job overview
Role: Failsafe & Administration Assistant in West Sussex Diabetic Eye Screening Programme. Grade Band 3. Contract: Permanent. Hours: 30 hours per week (see below). Job ref 279-7239270-SEP25.
* Full time
* Part time
* Job share
* Flexible working
Location: DES Administration Office, Worthing Hospital, Worthing
Salary: £24,937 – £26,598 per annum, pro rata
Closing: 14/10/2025 23:59
Hours description: 30 hours per week with potential evening and weekend reception cover. Post holder will work on Mondays and Wednesdays for consistent administrative cover and may select the 2 other days.
Main duties of the job
As a Failsafe & Administration Assistant you would be responsible for:
* Maintaining patient data lists within the specialised database as directed by the Failsafe & Administration Co-ordinator
* Identifying patients who may have become lost to follow up and implementing corrective procedures
* Raising concerns identified during failsafe checks appropriately and reporting incidents as necessary
* Validating the central list with GP practices, processing GP2DRS data returns and taking appropriate action
* Ensuring results are accurately recorded and sent to the patient, the GP and other authorized healthcare providers in a timely fashion
* Providing support and cover for all Failsafe & Administration functions, handling telephone enquiries, assisting with booking patients for screening and Ophthalmology appointments, and validating patient data
* Monitoring Post Office returns and referring back to General Practice when invitations or other screening communications are returned; maintaining effective records
* Identifying personal learning needs and planning training with the line manager
Working for our organisation
At UHSussex, diversity is our strength. We aim to create an inclusive environment where everyone can succeed. We are Disability Confident Employer (Level 2) and a Veteran Aware Trust, and we offer wellbeing programmes and flexible working where possible.
As a university trust and leader in healthcare research, we value learning, teaching and training to support your growth and development throughout your career.
Detailed job description and main responsibilities
* Maintain patient data lists within the OptoMize and related databases as directed
* Identify patients lost to follow up and implement corrective procedures
* Ensure failsafe checks are completed correctly and incidents are reported as necessary
* Validate central lists with GP practices, process GP2DRS data returns and take appropriate action
* Ensure results are recorded and communicated to patients, GPs and other authorised providers in a timely manner
* Provide support for all Failsafe & Administration functions, including handling telephone enquiries and assisting with screen and Ophthalmology bookings
* Monitor and manage invitation/communication returns and maintain effective records
* Identify learning needs and plan training with the line manager
Communication
* Communicate sensitively with patients experiencing distress after adverse news
* liaise with software suppliers to rectify issues
* Handle confidential information appropriately
* Provide reception cover for clinics when needed
* Participate in team meetings, including booking rooms and circulating documents
* Coordinate with medical secretaries, medical records, and screening administration
* Maintain calm, discreet and confidential telephone communication
* Contact GP surgeries to assist with enquiries; maintain relationships with Health Care Professionals and stakeholders
* Present complex information to patients and encourage attendance at clinics
Service Delivery and Improvement
* Maintain patient data lists in the screening programme database
* Track patients referred through Ophthalmology and audit their care; ensure treatment arrangements when needed
* Identify conflicts between Ophthalmology and Diabetic Eye Screening outcomes and advise the Failsafe Officer
* Assist with reporting and presenting retinal screening data to internal/external parties
* Ensure compliance with Trust and WSDEPS policies; maintain high customer service levels
* Validate GP practice lists and ensure results letters are sent per protocol
* Keep up to date with National Screening Committee policies and weekly patient activity returns
* Validate patient check reports with the Failsafe & Administration Co-ordinator
* Enter Ophthalmology outcomes into the screening programme database accurately
People Management and Development
* Take responsibility for own development
* Share knowledge and train new or less experienced staff where appropriate
* Participate in the Trust appraisal process
Patient Care Delivery
* Provide cover for Failsafe & Administration functions, including booking and data validation
* Monitor Post Office returns and ensure records are maintained; periodic reviews when addresses are not identified
* Process opt-outs according to WSDESP guidance
* Notify the programme about patients treated outside the screening catchment area according to process
Learning and Development
* Attend mandatory training updates
* Undertake development activities in line with the role and as agreed with the line manager
* Meet agreed personal and professional development standards
* Identify learning needs and plan training with your line manager
* Participate in the Trust appraisal process
This job description is subject to change to meet service needs; duties may be adjusted or rotated as required.
Person specification
Experience/Qualifications
* 5 GCSEs / O levels (C or above) including Maths and English (or equivalent experience)
* Computer literacy at RSA 2 level or equivalent
* Administrative experience, preferably in a public-facing role
* Experience with computerised databases
* Diabetic Retinopathy Screening Certificate
* BARS Administration Certificate
* Understanding of failsafe principles and NHS screening guidelines
* Experience in a Diabetic Eye Screening Programme and policy development
Skills
* Strong written and verbal communication
* Excellent telephone manner and ability to handle high call volumes
* Ability to build relationships with stakeholders
* Problem solving and good attention to detail
* Organisational skills to manage workload and deadlines
Specific Requirements
* Calm under pressure
* Occasional weekend work
* Team player able to share workload in a busy service
* Ability to work with minimal supervision and learn new skills
Freedom to Act
* Ability to work autonomously and escalate when needed
* Adhere to standard procedures within own area
Equality, Diversity, and Inclusion
* Evidence of championing diversity and developing equalities understanding
Contact
Name: Rebecca Hill | Job title: DESP Failsafe & Administration Co-ordinator
Email: rebecca.hill26@nhs.net | Telephone: 01903 285222 ext. 86858
Name: Corrina Hill | Assistant Programme Manager
Email: Corrina.Hill1@nhs.net
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