Senior Administrator

Company Description

Come join us and make a difference in the world!

Working with us, you’ll be helping our 3,000+ employees push the boundaries of what’s possible and support amazing public services.

We work with governments, hospitals, police forces, housing providers, local authorities and more. We help them pay financial support faster, speed up treatments for patients and respond to emergencies in the right way. The more we do, the more our customers can do for others. And together, we make a world of difference.

We’d love your help. And we’ll support you all the way.

Discover more at www.necsws.com

Job Description

The administration acts as continued first line communication with a large cohort of patients, with direct impact on organisational performance and reputation. They are also directly influential on the organisations reputation with a wide number of stakeholders including GP’s Ophthalmologists, Optometrists, other organisations (Including other DESP programmes & NHS members) and service users.

The Senior Administrator will be responsible for the direct line management of Administration Officers and Failsafe Officers, ensuring tasks such as appraisals, routine 121 meetings, annual leave and sickness absence reviews are completed / monitored.

The role will also include acting as the first point of contact on behalf of the business for the programme’s patients.

They are directly responsible for the oversight of patient management ensuring adequate call and recall targets are maintained by the creating and editing of clinical locations, database validation and cleansing and to issue all communication in a timely fashion ensuring notification of information to patients and healthcare professionals are received.

Main responsibilities and opportunities: 

▪ The creation, editing and maintenance of clinical locations and the appointment schedule ensuring all eligible patients are offered annual screening as per NDESP guidelines and guidance.

▪ Responsible for adequate clinical capacity maintenance and attendance via the arrangement and monitoring of appointment slots filled and available.

▪ Manage daily activities of the administration team to ensure appropriate workload is allocated for all staff and resources are maximized.

▪ Maintaining an up to date and accurate patient database by undertaking and participating in continual data validation through multiple levels of data analysis.

▪ Timely issuing of all accurate clinical data and screening results to patients and healthcare professionals adhering to NDESP guidelines at all times, in a secure and auditable environment.

▪ Maintain and make available any and all policy documents, audit trails and office Legislative compliance documentation accessible for inspection at all times.

▪ Ensuring all documentation of a sensitive nature and containing Personal Identifiable Data (PID) is disposed of in a secure a proper manner in line with 1998 Data Protection Act and Calidcott Principle Guidelines.

▪ Reviewing and maintaining a safe, risk free office environment to help promote an office environment that is tidy, orderly and compliance with relevant legislation.

▪Ensure all office stationery material are kept stocked and raise any requirements for timely replenishment.

▪ Identify areas of underperformance or concerns within the programme on a clinical level and to communicate these to the Administration Team Leader and Programme Manager. 

▪ Communicate with healthcare professionals, including Ophthalmologists, Optometrists, Diabetic nurses and GP’s to determine best levels of care and clinical decisions are followed for patients in line with guidance from the Administration Team Leader.

Qualifications

▪ Excellent communication skills covering telephone, written and electronic formats.

▪ Experience in the use of database software.

▪ Excellent IT skills and a working understanding of Microsoft Office software.

▪ Ability to work under your own initiative and priorities tasks using problem solving skills.

▪ Ability to initiate and manage change.

▪ Open to the continued advancement and service improvement to working practices on a local and Organisation level and actively engage with any development opportunities.

▪ Minimum of 2 GCSE’s – Grades A to C in English and Maths or equivalent qualification.

▪ Evidence of continued professional development (CPD)

▪ Successful applicants will be required to undertake a standard disclosure with the Disclosure & Barring Service upon entry and thereafter every 3 years. 

Desirable

Proficiency in Irish language and or any other language. 

Additional Information

Candidates must be able to demonstrate a pre-existing right to work and travel within the EU. Documentary evidence will be required.

All offers are subject to satisfactory vetting, reference checks and occupational health checks.. Depending on the nature of the role Garda Vetting may also be required.

NEC is an equal opportunities employer, welcoming applications from all communities.