Administrator - Diabetic Screening

County Durham & Darlington NHS Foundation Trust

The closing date is 20 March 2026

Work as a key member of the Diabetic Eye Screening Programme administration function, ensuring the highest levels of patient safety. Provide clerical support to the diabetic retinal screening service, book screening appointments, and be the first point of contact for telephone enquiries from patients/carers and GP practices. Monitor patients and ensure they have timely screening/review in Ophthalmology.

Respond to frequent inquiries from patients, carers and NHS staff using written and verbal communication with empathy, sensitivity and judgement. Deal with all queries in a professional and confidential manner, especially where there are barriers to understanding.

Arrange patient appointments and ensure that patients are screened according to guidelines.

Maintain a list of patients from the diabetic register, GP practices and new referrals.

Respond to queries about clinical issues, including whether a patient needs to attend an appointment, following written protocols and referring exceptions.

Send letters to patients, general practitioners and diabetologists. Ensure that patient records are completed in a timely and accurate manner.

Develop sound interpersonal relationships with colleagues. Work with the Failsafe Officer to formulate and deliver procedures and protocols.

Collate referral/attendance/DNA and cancellation figures. Liaise with GP practice regarding patients who have failed to attend or do not want to attend.

Record all referrals made to Ophthalmology and ensure that patients are seen in clinic and reports are sent back to the screening programme.

Arrange, re‑arrange or cancel clinics as required.

Observe the requirements of the Data Protection Act and the Health & Safety at Work Act.

Attend departmental meetings essential to the development of the service and implement changes where necessary.

Provide confidential secretarial and administrative support to the Programme Manager.

Proactively seek and maintain up‑to‑date information and training to ensure that skills are sustained to a high standard. Patient safety is a priority and creating an environment where the patient experience is positive and failsafe functions are robust.

Assist the Programme Manager in ensuring the Trust’s business objectives and national and local targets are continually monitored and achieved. Promote continuous quality improvement as a positive role model and mentor, promoting all aspects of high quality patient care.

Work collaboratively with multidisciplinary teams to ensure practice is efficient, effective, evidence‑based and safe.

• GCSE English and Maths (Grade 4 or above) or equivalent.
• NVQ Customer Service Level 2 or equivalent.
• NVQ Business Administration Level 3 or equivalent.
• Knowledge of Diabetes.
• Knowledge of Diabetic Eye Disease.

• Actively acts as a role model in own behaviour and fosters a non‑discriminatory culture.
• Promotes equality and values diversity.
• Develops a culture that promotes equality and values diversity.

• Actively acts as a role model in own behaviour and fosters a non‑discriminatory culture.
• Promotes equality and values diversity.
• Develops a culture that promotes equality and values diversity.

• Experience in an administrative setting and the ability to multi‑task.
• Experience in the use of IT equipment.
• Proficient IT skills including experience of Windows Excel and Microsoft based software.
• Demonstrated ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self‑check completed work.
• Demonstrated willingness to contribute to the delivery of an effective and efficient administrative and clerical service.
• Experience of working with data in a healthcare setting.
• Previous experience in a healthcare setting preferably in an administrative role.

We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as they are currently under‑represented.

ALL certificates stated essential in the person specification must be produced for pre‑employment checks.

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.

County Durham & Darlington NHS Foundation Trust