Job Description

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:

Adaptable and responsive to a continually changing healthcare landscape

Committed to delivering high-quality, patient-centred care

An excellent communicator, with strong interpersonal skills

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.



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

ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary

the validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action

Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion.

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

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

identify own learning needs and jointly plan training requirements with your line manager



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.

Candidate Information Pack:

https://www.uhsussex.nhs.uk/resources/candidate-information-pack/



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

ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary

the validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action

Ensure results are accurately recorded and sent to the patient, the General Practitioner and other authorised healthcare providers in a timely fashion.

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

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

identify own learning needs and jointly plan training requirements with your line manager



Communication



Communicate in a sensitive manner with patients who may be distressed after the delivery of bad new

To liaise with software suppliers to rectify any issues and implement any changes

Manage and deal with confidential information

Provide reception cover for clinics, if necessary, which will include greeting patients dealing with face-to-face enquiries

Participate in team meetings, including booking rooms and circulating associated documents, as required

To liaise with medical secretaries, medical records team, and screening administration where appropriate.

To deal with telephone calls with calmness, discretion and compassion - ensuring strict confidentiality at all times

To contact GP surgeries as required to assist with enquiries and patient queries

To maintain an excellent working relationship with Health Care Professional enquiries and patient queries

To maintain an excellent working relationship with all service stakeholders

Imparts complex information to patients and employs influencing skills to help to persuade patie nts to attend clinics



Service Delivery and Improvement



Maintaining patient data lists within the OptoMize database as directed by the Failsafe & Administration Co-ordinator

Identifying patients who may have become lost to follow up and implementing corrective procedures

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

Identifying conflicting outcomes between Ophthalmology and Diabetic Eye Screening and advising the Failsafe Officer accordingly.

Assist with the presentation of information for the purpose of reporting, discussing and presenting retinal screening data to internal/external parties

Maintain compliance with all Trust and WSDEPS policies and procedures

To ensure concerns identified during failsafe checks are raised in the correct way and incidents reported as necessary

To ensure an excellent level of customer service is maintained at all times

Validation of the central list with GP practices including processing GP2DRS data returns and taking appropriate action

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

Ensure that any new and amended National Screening Committee Failsafe & Administration Policies are read and understood and any revised processes are adopted

To ensure that the weekly returns of patient activity in Ophthalmology are actioned in accordance with the WSDESP protocol

To validate patient check reports provided by the Failsafe & Administration Co-ordinator

Ensure outcomes from Ophthalmology consultations are entered onto the screening programme database

Ensure that all information entered onto the database is completed in a timely and accurate manner



People Management and Development



To be responsible for own personal development

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

Participate in the Trust appraisal process



Patient Care Delivery



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

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

Ensuring all Opt Outs are dealt with by following the WSDESP guidance

Ensure that the processes for notifying the programme about patients treated outside of the screening programme catchment area are followed



Learning and Development



Attend mandatory training updates as required

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.

Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.

Identify own learning needs and jointly plan training requirements with your line manager

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.