OCT Administrator

Job overview

The Role of the administrative assistant is to provide a comprehensive and effective administrative service to support the smooth and efficient running of the Ophthalmology department. This includes booking diagnostic clinics, outcome virtual clinic as directed and liaising with the clinical team to ensure a smooth and safe patient experience. Supporting the failsafe officers in managing the diagnostic patients and liaising with the coordinators to ensure patients are booked in a timely manner.

Main duties of the job

To acquire a good knowledge of the trusts recording processes, developing skills required to amend inaccurate data on the hospitals internal systems.
The post holder will be responsible for communicating with patients and their relatives regarding their appointments and admissions details both verbally and in writing.
6. Ensure effective tracking of patients along the care pathway and monitoring of the waiting time targets.
7. Provide cross cover within the team as and when required.
8. Work flexible hours as required by the needs of the service.
9. Ensure full compliance with the Trusts waiting list policy in line with the national 18-week target.
10. To implement and adhere to changes to the service as required.
11. Assist in validating cancellations and DNA’s in accordance with Trust policy.
12. Provide a friendly, courteous and efficient point of contact to all service users.
13. Develop the cross skills required to cover other posts within the department as required by the service needs.
14. Develop excellent skills in relation to hospital IT systems to provide the necessary

21. To work as part of a team alongside other clerical staff within the department and to be part of a wider multidisciplinary team delivering a high quality service to other staff and patients. This includes woring with identified external contacts and stakeholders.

Working for our organisation

North Middlesex University Hospital NHS Hospital Trust (NMUH) is one of London’s busiest healthcare providers, providing hospital care and community services for the 350,000 people living in Enfield, Haringey and beyond.

Our specialist services include HIV, cardiology, blood disorders, diabetes, fertility, sickle cell and thalassemia. In addition to a full range of cancer diagnosis and treatment services, the Helen Rollason Cancer Support Centre is based on-site and provides services to support cancer patients’ wellbeing.

 We also provide community services and have a dedicated 0-19 service for children and young people in Enfield so that they can get the best possible start in life. This includes health visitors and school nurses who are delivering the national Healthy Child Programme, which provides a structured framework for the delivery of key interventions to support the health and wellbeing of children and families from 0 to 5 and school aged children from 5-19. The 0-19 service aims to improve pathways and partnerships with services in the hospital and deliver excellent care for the children and families.

 For more information, please access the following link:

Detailed job description and main responsibilities

Demonstrate interpersonal skills when dealing with all levels of staff across the Trust using persuasion, tact and reassurance where necessary
• To deal with relevant telephone calls related to the service , ensuring that patients are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently
• Handle confidential patient material in a sensitive and discrete fashion in compliance with Trust policy and procedure
• To be able to influence, motivate and involve individuals and teams to reach necessary performance targets expectations
• Liaise with other departments and members of the Trust to ensure the smooth running of the services and to assist the functioning of the team
• Communicate & receive sometimes sensitive or complex information
• Engage with staff across the CBU to implement change and adopt an inclusive approach to decision making

Person specification

Education and Qualifications

Essential criteria

Educated to GCSE level or equivalent Knowledge of a range of administrative practices acquired through various training courses and experience Experience of working in an acute hospital setting

Desirable criteria

Business Administration Level qualification

Skills and Abilities

Essential criteria

Ability to work as part of a team Excellent liaison ,interpersonal, communication and listening skills with the ability to tailor the message to a variety of audiences Ability to remain calm and work effectively under pressure

Desirable criteria

Smart and presentable Ability to communicate effectively and sensitivity with others from a variety of backgrounds, both verbal and written.

Experience and Knowledge

Essential criteria

Working effectively as part of a team Good working knowledge of IT Microsoft packages such as outlook, work, excel and other relevant programmes. Team Member with a flexible approach to work, willing to adapt to changing situation

We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.

You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.

Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, (NLPSS) who conduct recruitment activities on behalf of NMUH.

If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your  identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit

NMUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of NMUH will have their original documents verified using this technology.

By applying for this post you are agreeing to NMUH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.

If you are an  EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.

If you require sponsorship  for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the 

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