Clinical Assistant / Administrator

18333BR

School of Optometry & Vision Sciences

Administrative Support

Advert

Clinical Assistant / Administrator
The School of Optometry and Vision Sciences

We are looking for a Part-time Clinical Assistant and Administrator to join the small supportive eye clinic team in The School of Optometry and Vision Sciences.

In this role, you will:

• Following appropriate training you will be performing the following clinical care duties:
  • Visual Acuity Testing;
  • OCT imaging and OPTOS imaging;
  • Visual field testing;
  • additional imaging techniques as appropriate to individual development/service requirement;
  • ensure patient’s quality of care and safety is maintained during their entire visit including escorting to and collecting from other parts of the building.
  • assist in the processing of NHS paperwork, ensuring accuracy and working to NHS deadlines.

We’d like to hear from you if you:

• Are able to communicate with people effectively, courteously and with respect face to face, over the phone and online.
• Are able to work well with your team, knowing how to support colleagues as appropriate. 

This role is based on campus.

We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression. We are a proud Living Wage supporter.

Please contact Carline Beaumont at [email protected] or Optom School Office at [email protected] for an informal, confidential discussion about the role.

This post is fixed-term for a period of 3 years, part-time 3 days per week (21 hours per week).

Salary: £21,828 - £22,214 per annum, pro-rata for hours worked (Grade 2).

Date Advertised: 21 March 2024

Closing date: 4 April 2024

Cardiff University is committed to supporting and promoting equality and diversity and to creating an inclusive working environment. We believe this can be achieved through attracting, developing, and retaining a diverse range of staff from many different backgrounds.  We therefore welcome applicants from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age.  In supporting our employees to achieve a balance between their work and their personal lives, we will also consider proposals for flexible working or job share arrangements.

Applications may be submitted in Welsh, and an application submitted in Welsh will not be treated less favourably than an application submitted in English.

Job Description

JOB PURPOSE

Provide an administrative service to the School of Optometry and Vision Sciences, completing a range of routine tasks to meet operational and customer service requirements, ensuring the eye clinic team is supported,  and key duties undertaken.

This role is based on campus.

As the biggest university in Wales – and a major employer, with more than 7,000 staff – we are an ambitious and innovative university located in a beautiful and thriving capital city. We can offer you the chance to work in a vibrant organisation, with great benefits and opportunities for progression.

DUTIES AND RESPONSIBILITIES

Key Duties

• Handle enquiries from customers, both written and oral, such as University staff, students, patients, and members of the public in an effective, efficient and professional and respectful manner.
• Act as a first point of contact for the School’s Clinics, and providing cover/supporting other eye clinic reception/optical colleagues, when required.
• Follow existing procedures to complete tasks, referring more complex queries to your line manager, making sure all relevant information is passed on accurately.
• Establish good working relationships with key contacts to help support and improve how you and the team deliver work. 
• Undertake a variety of routine administrative duties to support the team and department, e.g. answering emails, updating information and filing (electronically).
• Gather and input information to update administrative systems accurately (training will be provided on relevant systems).
• Take an active role in the team, working towards meeting team objectives and supporting other team members, including contributing to the training of new team members.

Specific Duties

Following appropriate training and assessment you will be performing the following clinical care duties:

• Pre-screening:
  • Visual Acuity Testing.
  • OCT imaging and OPTOS imaging.
  • Visual field testing.
  • Additional imaging techniques as appropriate to individual development/service requirement.
• Ensure patient’s quality of care and safety is maintained during their entire visit including escorting to and collecting from various parts of the building.
• Assist patients with their mobility in order that tests and examinations can be carried out.
• Assist in the processing of NHS paperwork, ensuring accuracy and working to NHS deadlines.
• In line with practice policy, manage clinic diaries and book appointments, ensuring the accuracy of patient records are maintained and that the appointment slots are booked in the most efficient manner for optometric staff.  Anticipate any changes in circumstances and ensure any potential waiting times are communicated to relevant staff and reduced, wherever possible.

General Duties

• Abide by all University policies and undergo appropriate personal and professional development.
• Perform other duties which are not included above, but which will be consistent with the role.
• Uphold the Professional Services Values & Behaviours or local equivalent.

Please note: A Disclosure and Barring (DBS) check will be carried out for the successful candidate.

Person Specification

We want to employ people with a wide variety of experiences. We welcome applications from all sections of the community regardless of sex, ethnicity, disability, sexual orientation, trans identity, relationship status, religion or belief, caring responsibilities, or age. We are particularly seeking applications from candidates who come from backgrounds that are underrepresented at the University, including people from Black, Asian and Minority Ethnic communities.

We are looking for a team player who will work with colleagues to provide a great service to staff and students. You don’t need to have worked in administration or for a University before; this is an opportunity to show your potential and start or continue your career at Cardiff University.

Your application will be assessed against the following essential and desirable criteria for the role. Please copy and paste this section into a new document and give clear examples of how you can evidence meeting each criteria by writing under each one. You can draw on elements from any aspect of your life (e.g. work, home, education/qualifications or community life) as long as you focus on their relevance to the role.
Please save your supporting statement in a separate document with the title [YOURNAME-BR NUMBER-JOB TITLE] and attach it to your application in the recruitment system, available here .

Please note that these are also the criteria shortlisted applicants will be assessed against at interview and/or by other means (e.g. a skills test).

Essential Criteria

Ability to carry out a variety of administrative tasks, including writing accurately, clearly and concisely.

Ability to communicate with people effectively, courteously and with respect face to face, over the phone and online.

Ability to record information clearly and accurately to pass on to others.

Ability to apply confidentiality and discretion in an office/clinical environment.

Basic IT skills, including email, Microsoft Word documents and Microsoft Excel data entry.

Ability to carry out general administrative duties such as filing, photocopying, arranging meetings and ordering supplies.

Ability to work well with your team, knowing how to support colleagues as appropriate. 

Ability to plan and organise your own workload within agreed timelines as set by your Line Manager.

Ability to identify problems using your own initiative and to solve these by finding and proposing the most practical solution.

Experience of working in an office environment, preferably in a receptionist or equivalent customer facing role.

Desirable Criteria 

Ability to speak/understand Welsh or a willingness to learn.

Experience of working in the NHS or similar clinical environment.

Additional Information

HOW WE WILL SUPPORT YOU IN PERFORMING THIS ROLE

We want to support and develop you in the role, using a combination of the following to help you reach your full potential.

Regular one-to-one meetings with your team leader.

An experienced and supportive team around you.

Support to undertake job-relevant training and development, as identified by your Line Manager. This could be informal or could be an apprenticeship leading to a formal qualification, such as Business administration NVQ.

A staff mentoring scheme.

Support to learn Welsh or to update language skills.

Job Category

Admin / Clerical