Grading Administrator

Job summary

An opportunity has arisen for a Full Time ( hrs per week) Administrator to join the Diabetic Eye Screening Wales Grading team based at our centre in Upper Boat, Treforest.

The successful candidate will be responsible for providing comprehensive administration support service to the Grading department in relation to participant referrals to Hospital Eye Services (HES), including updating information relevant to the referral on the participant electronic record.

To coordinate the timely distribution of summary reports to all Hospital Eye Services to ensure DESW referrals have been received and actioned within Secondary Care services.

To act as a point of contact for all HES staff in relation to participant referrals, to ensure receipt of referral is confirmed and provide copies for any required.

This is a busy and varied role, which requires the ability to deal with a wide range of tasks and deadlines. There is a requirement to be organised and be able to prioritise and plan your workload in order to achieve your objectives. A high level of accuracy is required when entering participant pathway information and data into the information management system.

There may be a requirement to work an occasional evening/weekend.

If you have the relevant experience and are self-motivated, with the ability to manage and prioritise a range of competing tasks then we would love to hear from you.

Main duties of the job

Core duties

Working with the Senior Grader/Grading Manager, undertake validation of lists and reports to support the introduction of a robust failsafe system for the HES referral pathways.

Reviewing and investigating patient demographic and patient management records

Updating patient management records in line with agreed standard operating policies and procedures

Processing key failsafe checks

Liaising with a variety of DESW staff, GPs and HES dept to update management pathways appropriately

Dealing with referral changes and general queries from other health professionals

Issuing result information to patients, GPs and other health professionals

Processing and updating failsafe reports

Processing undelivered returned referrals and dealing with changes to demographic details

Auto mailing and franking of mail

Filing

The post holder is responsible for working in an administrative capacity to support the efficient operation of call/ recall and failsafe functions within the Screening Division.

The post holder will be recruited to support the grading pathway administration requirements of Diabetic Eye Screening Wales. As the failsafe processes become established within the programme it is expected that the post holder will undertake all grading administration duties within the grading department.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally me to apply.

About us

Public Health Wales is the National Public Health Institute in Wales. Our vision is 'Working to achieve a healthier future for Wales'. We play a pivotal role in driving improvements in population health and well-being, reducing health inequalities, improving healthcare outcomes, protecting the public and supporting the development of health in all policies across Wales.

Never more has public health been so important as we come through the Coronavirus pandemic, face the challenges of the cost-of-living crisis and tackle and prevent the harmful effects of climate change. We are an organisation that places ourselves at the heart of supporting people, communities, partners, and the Welsh Government in addressing these major challenges and providing solutions for action.

Our organisation is guided by our Values, 'Working together, with trust and respect, to make a difference'. We are committed to creating an inclusive workplace that values equality, diversity and inclusion. We welcome applications which represent the rich diversity of the communities we serve and from those wishing to work part time or on a job share basis.

To find out more about working for us and the benefits we offer please visit

For guidance on the application process, please visit

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

Person Specification

Qualification and knowledge

Essential

Good standard of general education, GCSEs including English and Maths or an equivalent Level 2 qualification, or ability to demonstrate relevant knowledge through work experience. Business Admin NVQ level 3 or, equivalent level of knowledge gained through relevant work experience.

Desirable

Knowledge of Screening Programmes

Experience

Essential

Previous administration experience

Skills and attributes

Essential

Excellent written and verbal communication skills Excellent organisation and multitasking abilities Ability to prioritise own workload to meet deadlines Excellent attention to detail Proficient in the use of standard Microsoft software, such as Outlook, Teams, Word, Excel, PowerPoint.

Desirable

Welsh Language Skills at level 1, introduce yourself, greet someone in person, answer the phone with a Welsh scripted greeting

Other

Essential

Willingness to travel to other screening locations if required by the service. Usual working hours will be 09:00 to 17:00 with the occasional evening and Saturday if required by the service

---