Orthoptic Administrative Team Leader

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At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.

Job overview The post holder will be responsible for the day-to-day supervision of the Orthoptic administrative team and provide clerical support to the Orthoptic Department within the Ophthalmology Directorate. The role is integral to the smooth operation of the service and includes, but is not limited to, the following duties:

• To manage the Orthoptic Administrative Team in all aspects of service delivery, ensuring efficient administrative support, effective staff management, compliance with organisational policies, and the smooth day-to-day operation of orthoptic services.

• To be responsible for organisation and scheduling of orthoptic clinics delivered by ELHT across Lancashire using the Cerner and EMIS systems.

• To act as the Fail Safe Officer for Paediatric Ophthalmology and Orthoptic Services, monitoring patient pathways and ensuring timely follow-up and escalation where required.

Main duties of the job To manage the Orthoptic Administrative Team in all aspects of service delivery, ensuring efficient administrative support, effective staff management, compliance with organisational policies, and the smooth day-to-day operation of orthoptic services.

To be responsible for organisation and scheduling of orthoptic clinics delivered by ELHT across Lancashire using the Cerner and EMIS systems.

• To act as the Fail Safe Officer for Paediatric Ophthalmology and Orthoptic Services, monitoring patient pathways and ensuring timely follow-up and escalation where required.

Working for our organisation Working for our organisation offers the opportunity to contribute to the delivery of high-quality, patient-centred care within a supportive and collaborative environment. We are committed to providing safe, effective, and compassionate services while investing in our workforce through learning, development, and wellbeing initiatives.

This role will play a key part in supporting the Orthoptic and Paediatric Ophthalmology service by providing strong administrative leadership, improving operational efficiency, and enabling clinicians to focus on delivering excellent patient care. The post holder will work closely with Orthoptists, Optometrists and the wider Ophthalmology multidisciplinary teams to support service improvement, enhance patient experience, and contribute to the achievement of the Trust's strategic objectives.

Detailed job description and main responsibilities

• To organise and maintain clinic appointments for Paediatric Consultant, Orthoptic, Refraction, and LVA services, facilitating smooth clinic operations and patient care.
• To set up clinics on Cerner using the Booking App and system support, ensuring accurate configuration and timely availability for scheduling.
• To manage clinic scheduling using Cerner and Emis including setting up and cancelling clinics, submitting new referrals to the booking centre, and identifying referrals not yet recorded in the system.
• To coordinate the cancellation and rebooking of patient appointments, communicating changes via telephone, letter, or text message as appropriate.
• To coordinate the cancellation and rescheduling of Orthoptic clinics as authorised by the Head and Deputy Head of Service.
• To respond to telephone enquiries and manage messages received via the answering system.
• To act as the central point of contact for all community and selected hospital new referrals, monitoring the central email inbox, registering patient details on the appointment system, and scheduling appropriate clinic appointments. To liaise with orthoptists regarding referrals requiring urgent attention.
• To prepare for clinics by retrieving relevant notes, referrals, and supporting documentation, using the Choose and Book system to locate new referrals not yet recorded on Cerner
• To maintain and utilise electronic databases to accurately record, retrieve, and manage service-related data.
• To assist the Head and Deputy Head in coordinating the Orthoptic rota, ensuring adequate cover for clinics and screening sessions.
• Provide high quality PA assistance to the management team including responsible administrative support in their absence, using their own initiative.
• To take accurate minutes at staff meetings and communicate key outcomes and actions to the administrative team
• To attend and contribute to BUG meetings for health centres where Orthoptic clinics are held, supporting effective service delivery and collaboration.
• To manage the booking of community rooms via the TAP system in line with operational needs.
• To liaise with Health Centre managers regarding room availability and Orthoptic service requirements.
• To be responsible for training new administrative staff on IT systems orthoptic workflows and relevant SOPs.
• To undertake annual appraisal reviews for Band 3 staff, supporting performance development and objective setting.
• To input outcomes from all clinics on the electronic system.
• To process and send FTA letters, adhering to Orthoptic departmental policies and guidelines.
• To handle general enquiries and relay messages, liaising effectively with Orthoptists, nursing and medical staff, clerical officers, patients, and their relatives or carers.
• To assist Orthoptic Screening Assistants with booking secondary appointments and managing any associated administrative tasks.
• Monitor stationery requirements, ordering supplies as required to maintain efficiency within the service.
• Order Orthoptic supplies
• Order specialist contact lenses and liaise with contact lens suppliers as necessary.
• Order Low Visual Aids for both the paediatric LVA and community service.
• To receive and distribute internal and external post in a timely and organised manner.
• To provide cross-cover for the administration team during periods of sickness or annual leave, ensuring continuity of service

Person specification Essential and Desirable

• Numerate and literate to GCSE level or equivalent including English and Maths
• NVQ level 3 or equivalent in business or administration skills.
• RSA or OCR Typing, AMSPAR level 3.
• Experience of health and community services

Knowledge

• Literate in IT/Computer Skills
• Good oral communication skills
• Demonstrate excellent time management skills with an ability to plan and prioritise own workload
• Ability to learn new skills and follow clinical guidelines/policies

Other

• Current driving licence

Experience

• Experience of office work to include planning meetings, organising outlook diaries, setting up and using Excel databases, communicating to multiple parties via email and paper letters
• Competent in the use of Microsoft office
• Knowledge and understanding of professional and ethical issues
• Experience of primary and health community services
• EMIS and Cerner experience

Dear Potential Applicant,

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust

• This vacancy may close before the closing date i f the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short-listed.

Disclosure and Barring Scheme (DBS)

If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained.

The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974.

In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.

This cost is not applicable for a Volunteer post
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