Tele-dermatology Administrator

Tele-dermatology Administrator

The closing date is 29 July 2026

We are seeking motivated staff who are ready to take their next step or broaden their skills through a secondment opportunity. This role is ideal for individuals looking to extend their experience, develop new capabilities, and contribute in a dynamic environment.

Are you highly organised, digitally confident, and driven to make a difference to patient care? We are looking for a proactive Tele-dermatology Administration Officer to support our fast paced Skin USC Tele dermatology service.

Working within the Dermatology team and reporting to the Directorate Support Officer, you will provide essential administrative support to ensure the smooth running of virtual clinics. You will collaborate closely with clinicians, cancer services, booking teams, and community providers to maximise clinic capacity, maintain accurate patient records, and support timely diagnosis and treatment.

You will be a key point of contact for GPs, patients, and internal teams, ensuring clear, professional, and compassionate communication at all times.

We politely ask that previous applicants do not reapply.

Main duties of the job

To provide a comprehensive range of administrative support to enable efficient Tele Dermatology referral coordination. To ensure quality standards and KPI targets are always met to deliver excellent patient care.

Job responsibilities

• Monitor the Electronic Patient Record list in collaboration with insourcing provider/Trust dermatology team
• Ensure all GP referrals and accompanying photographs are uploaded to the CLIP system in advance of the patient's appointment
• Accurately input assessment outcomes into PAS, ensuring all entries are submitted correctly and within the required timeframe
• Maximise the use of the Tele Dermatology virtual clinic assessments, ensuring full capacity is utilised efficiently
• Upload and print assessment documents and patient letters via Bluespier in preparation for distribution
• Print and include clinician-highlighted leaflets with patient correspondence as appropriate
• Collaborate closely with the Directorate to ensure accurate data analysis that aligns with KPI requirements and supports performance monitoring
• Collaborate closely with DMT, Cancer Services, Central Booking Services, and Dermatology Community Providers
• Provide support and respond to feedback from patients, GPs, and all relevant stakeholders
• Prepare and submit weekly progress reports on the new service
• Carry out additional duties as required to support the Dermatology Department
• Complete the Inter Provider Transfer paperwork
• Ensure patients are added to the waiting lists correctly and all relevant fields are completed correctly on PAS
• Ensure adherence to the Trust's Patient Access policy
• Adhere to information governance policy i.e. always maintaining patient confidentiality
• Set up and maintain a work schedule that ensures all work is prioritised and delivered within the required timescales each week
• Use multiple computer systems as required
• Ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely and in line with Trust policies and procedures
• Respond to any queries and complaints from patients, managers or clinicians ensuring that any serious issues are escalated to the appropriate manager
• Utilise with medical secretaries, clinicians, directorate staff, GPs and administrative staff where and if necessary
• Respond to enquiries from GPs, other Health Service personnel, patients and relatives
• Ensure all policies and procedures are adhered to and training undertaken as required
• Ensure that general administrative work associated with booking procedures and waiting lists is undertaken according to the expected medical records standards
• Participate in the collection and transmission of information to enable the Directorate to meet its objectives.
• Participate in the introduction and use of IT and to provide IT support to colleagues.
• Work independently and manage own work area within the team.
• Ensure good professional working relationships with all other agencies, professionals, colleagues and the public who contact the department.
• Show a flexible approach in a changing, demanding environment which has an unpredictable workload
• Cover, as is practical, Medical Secretary colleagues
• Participate in the use of PAS systems to establish patient information is kept as accurate as possible and produce patient documentation as required.
• Undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance with the needs of the service.

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs. Person Specification Personal Qualities

• Able to work in demanding conditions where there is a high volume of activity
• Accurate and attention to detail
• Willingness to work with team members to help develop office and communication systems in conjunction with evolving working practices
• Flexible and adaptable
• Able to organise and prioritise workloads
• Willing to work flexible hours

Qualifications

• GCSE English and Maths at Grade C or above, or equivalent
• Working knowledge of Microsoft Office packages i.e. Word, Excel, PowerPoint and Outlook
• Knowledge of administrative procedures, including specialised IT systems (knowledge acquired through formal training, NVQ Level 3 or equivalent experience)

Skills / Knowledge

• Self reliant, ability to work independently and as part of a team
• Working knowledge of Microsoft Office
• Good telephone skills
• Excellent verbal and written communication skills
• Good organisational skills
• Ability to work accurately and methodically.
• Flexible approach to duties and take on new tasks.
• Ability to work under pressure and of a of a team in a demanding environment to deliver challenging timescales

Experience

• Previous Administrator / hospital experience
• Previous Public Services experience
• Previous experience working in a busy office
• Previous experience of dealing with members of the public
• Experience of working as part of a team
• Knowledge of NHS systems
• Working knowledge of Oasis / PAS / Bluespier / CLIP
• Knowledge of patient pathways and Patient Access Policy

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Worcestershire Acute Hospitals NHS Trust