Job summary
To provide a specialised, comprehensive and confidential patient centered clinical administration and secretarial service to the Optometry Department in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism.
To be the central point of contact for the Optometry Team to support the multiple financial pathways in the Optometry and Ophthalmic Imaging Department.
**interviews for this post are due to take place 11th April 2024*
Main duties of the job
The role involves managing clinical and private patient income, and graduate optometrist training. Responsibilities include overseeing clinical contact lens orders, HES voucher processes, and sensory support appointments coordination. The position handles telephone queries, typing clinical letters, processing HR documents, expenses, and invoicing for DVLA and Farnsworth tests. The role also involves maintaining communication networks, managing mail, arranging meetings, and regularly reviewing administrative systems for efficiency.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- Ordering of clinical contact lenses through external companies. Processing of relevant paperwork attribute to the order and facilitation of internal checking processes. Ensures delivery of lenses to patients and any associated appointments. Maintains databases for ordering and invoicing. Liaison with Finance/Procurement to ensure payment of invoices in a timely manner
- HES Vouchers central point for spectacle voucher reclamation, auditing and invoicing of payments to community optometrist. This is in liaison with the Finance department
- Responsible for the co-ordination of Sensory Support appointments in conjunction with the Sensory Support Team at Cannon Park and talking to parents offering information and re-assurance.
- Deal with extensive, often complex telephone queries with sensitivity in a highly interruptive environment with regard to all services provided in Optometry without recourse to the Optometrist unless absolutely necessary. Prioritise urgency.
- Shared responsibility for typing of clinical letters, produced by the Optometrists.
- Responsible for processing of all HR documents for staff members and also travel expenses, and overtime initiative forms, Trust Fund forms.
- Deals with preparation and sending of invoices with regard to DVLA eye tests and Farnsworth tests for prospective fire-fighters. Ensures that payment is received.
- Develops and maintains effective communication networks at all levels across the organisation, to facilitate the effective function of the Department. Re-directs and co-ordinates tasks delegated to the members of the department on behalf of the Head Optometrist/Deputy.
For further details of the role please see the attached job description.
Job description
Job responsibilities
- Ordering of clinical contact lenses through external companies. Processing of relevant paperwork attribute to the order and facilitation of internal checking processes. Ensures delivery of lenses to patients and any associated appointments. Maintains databases for ordering and invoicing. Liaison with Finance/Procurement to ensure payment of invoices in a timely manner
- HES Vouchers central point for spectacle voucher reclamation, auditing and invoicing of payments to community optometrist. This is in liaison with the Finance department
- Responsible for the co-ordination of Sensory Support appointments in conjunction with the Sensory Support Team at Cannon Park and talking to parents offering information and re-assurance.
- Deal with extensive, often complex telephone queries with sensitivity in a highly interruptive environment with regard to all services provided in Optometry without recourse to the Optometrist unless absolutely necessary. Prioritise urgency.
- Shared responsibility for typing of clinical letters, produced by the Optometrists.
- Responsible for processing of all HR documents for staff members and also travel expenses, and overtime initiative forms, Trust Fund forms.
- Deals with preparation and sending of invoices with regard to DVLA eye tests and Farnsworth tests for prospective fire-fighters. Ensures that payment is received.
- Develops and maintains effective communication networks at all levels across the organisation, to facilitate the effective function of the Department. Re-directs and co-ordinates tasks delegated to the members of the department on behalf of the Head Optometrist/Deputy.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
