County Durham & Darlington NHS Foundation Trust
Admin Assistant
The closing date is 25 May 2025
Towork as a key member of the Diabetic Eye Screening Programme administrationfunction, ensuring the highest levels of patient safety. To provide clerical support to the diabeticretinal screening service. To bookscreening appointments and be the first point of contact for telephoneenquiries from patients/carers, GP practices.To monitor patients and ensure they have timely screening/review inOphthalmology.
Main duties of the job
Respond to frequent enquiries from patients, carers and NHSstaff using written and verbal communication using empathy, sensitivity andjudgement. Deal with all queries in a professional and confidential manner,especially where there are barriers to understanding
Arrange patient appointments ensure that patients are screenedin as per guidelines
Maintain list of patients from diabeticregister, GP practices and new referrals
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
We are unable to sponsor roles that do not meet the minimum salary requirements. please check the UK immigration skilled worker rules for information
Full Job Descriptions can be found in the adverts supporting documents
Job responsibilities
Respond to queries about clinical issues including whether apatient needs to attend an appointment, following written protocols andreferring exceptions.
Send out letters to patients, general practitioners anddiabetologists.
Ensure that patient records are completed in a timely andaccurate manner.
Develop sound interpersonal relationships with colleagues.
Work with the Failsafe Officer to formulate, and deliverprocedures and protocols.
Collating referral/attendance/DNA and cancellation figures.
Liaise with GP practice regarding patients who have failedto attend/do not want to attend.
Record all referrals made to Ophthalmology and ensure thatpatients are seen in clinic and reports are sent back to the screeningprogramme.
Arranging, re-arranging / cancelling of clinics as required.
Observing the requirements of the Data Protection Act andthe Health & Safety at Work Act.
Attend departmental meetings essential to the development ofthe service and input/action and implement changes where necessary.
Provide confidential secretarial and administrative supportto the Programme Manager.
Proactively seek and maintain up to date information andtraining to ensure that skills are sustained to a high standard.
Patient safety is a priority and creating an environmentwhere the patient experience is positive and failsafe functions arerobust.
To assist the Programme Manager in ensuring the Trustsbusiness objectives and national and local targets are continually monitoredand achieved.
To assist in ensuring best clinical/administrative practiceby promoting continuous quality improvement as a positive role model andmentor, promoting all aspects of high quality patient care.
Work collaboratively with multi professionalteams to ensure practice is efficient, effective, evidence based and safe.
Person Specification
Qualifications
* Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
* NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).
Experience
* Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
* Demonstrate Experience of using Microsoft Word.
* Experience in setting up and maintaining office filing systems.
* Experience in planning and organising meetings and taking notes.
* Experience of providing administrative support to a team.
* Experience of working within an NHS Environment.
Special Skills & Knowledge
* Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
* IT Skills.
* Ability to analyse and present data using Excel and Access packages.
* Ability to use email and maintain and update paper and electronic diaries.
* Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
* Ability to use discretion and maintain confidentiality.
* Good interpersonal skills.
* Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
* Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
* Able to use own initiative to resolve routine queries, in line with departmental procedures.
* Able to work with minimal supervision following set procedures.
* Ability to organise and prioritise workload in order to meet deadlines.
* Ability to work as a member of a team.
* Committed to quality customer care/delivering excellent customer service.
* Flexible approach to work and adaptable to change.
* Knowledge of medical terminology.
Special Requirements
* Ability to travel independently across the County to fulfil the requirements of the post.
* Present a professional image at all times.
Employer name
County Durham & Darlington NHS Foundation Trust
£24,625 to £25,674 a yearper annum pro rata
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