Medical Retina Co-Ordinator

DBTH; Doncaster; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Learning opportunities

NHS Pension Scheme

Generous holiday entitlement

Health and wellbeing support

NHS Car Lease schemes

Discounts on restaurants and more

Job summary

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust is seeking an Administrative Assistant in the Ophthalmology IVT waiting list team at Doncaster Royal Infirmary. You will support the management of waiting lists and provide administration to clinical teams.

The role covers booking, referrals, data entry on CAMIS and PAS, and cross-site cover as required. Excellent communication and NHS clerical experience are desirable. The post is full-time and NHS pension included.

Qualifications

• Experience in a clinic setting is essential.
• Ability to provide accurate information independently.
• Strong working knowledge of Word and Excel.
• Customer care experience is desirable.
• Experience in busy/demanding environments.
• Clerical/NHS administrative experience preferred.

Responsibilities

• Manage IVT waiting lists and liaise with consultants and managers.
• Provide outpatient/inpatient booking services using PTLs.
• Use Camis to record and extract patient data.
• Handle telephone calls professionally and liaise across teams.
• Assist with training and represent the department at meetings.

Skills

Team player

Proactive

Excellent verbal and written comms

Customer care experience

Ability to work under pressure

Microsoft Word & Excel

Education

English GCSE level A-C (or equivalent)

Supervisory qualification or attendance of training courses

Tools

Camis

PAS (Patient Administration System)

Job description

Main area Ophthalmology Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 272-8209105

Site Doncaster Royal Infirmary Town Doncaster Salary £25,760 - £27,476 Pro Rata Per Annum Salary period Yearly Closing 23/10/2026 23:59

Job overview

To support the provision and management of the IVT waiting lists at Doncaster and Bassetlaw Teaching Hospitals and provide administrative support to the Divisional clinical admin teams.

The post holder will provide administrative/reception service support to facilitate the patient pathway. The post holder will work flexibly across services to provide a booking service, process clinic changes, call centre cover, processing of referrals and undertaking a range of general admin tasks as and when required.

The post holder will build and maintain close working relationships across the clinical administrative teams, using Standard Operating Procedures (SOP’s) to ensure functions of the role are carried out correctly and within given timescales.

The post holder will ensure accurate data recording using the Patient Administration System (PAS) and E-referral and other systems; and via the use of Patient Tracking Lists (PTLs) book outpatient/inpatient events in accordance with clinical instruction and national/local waiting time target dates.

The post holder may be expected to work on a rota basis to ensure appropriate service cover at all times; this may include cross site working/cross cover with other reception areas/wards.

Main duties of the job

Management of waiting list:

Maintain IVT waiting lists, ensuring that Trust waiting times targets are achieved, plan IVT lists and liaise with consultants, secretaries and general manager as necessary to ensure the mix of patients and procedures is acceptable

Liaise with other waiting list offices within the trust

Cancel IVT lists as required and notify patients of cancellations/changes.

Provide an outpatient/inpatient booking service, using PTLs and agreed processes to ensure effective use of clinic/theatre capacity in accordance with national/local/clinically instructed waiting times.

Use patient administration systems (Camis) to record and examine information about patients to maintain data quality

Print out Camis reports in relation to IVT clinic lists

Handle internal & external telephone calls to the department in a professional and helpful manner.

Assisting with training for new members of the team.

Assist in representing the department at relevant Trust meeting with regard to admissions/office procedures etc.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

We offer a range of benefits to support our people including:

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read this document carefully.

Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

For individuals who may require sponsorship under the skilled worker or health & care visa route please use the link below to check your eligibility. Check if you need a UK visa - GOV.UK

Please note that from 9th April2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Person specification

Qualifcation & Training

• English to GCSE level A-C (or equivalent)
• Supervisory qualification or evidence of attending training courses

Knowledge & Experience

• Previous experience of working within a clinic role
• Able to provide accurate information independently
• Demonstrate working knowledge of Microsoft packages including Word & Excel
• Customer Care Experience
• Experience of working within busy/demanding environment
• Previous hospital or NHS experience working in a clerical/administrative role

Personal Attributes & Skills

• Team player with a professional approach to work well with colleagues; able to develop good working relationships
• Proactive, self motivated and with a positive approach to work
• Excellent verbal and written communication skills
• Ability to work under pressure to meet tight deadlines in a busy environment

Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by DBTH and could negatively impact your chances of success in the application process.

1. Usually lack relevance and fail to address the key criteria outlined in the job description and person specification. may come across as generic and fail to distinguish you from other applicants.
2. May be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers
3. May include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Doncaster and Bassetlaw Teaching Hospitals NHS Foundation Trust (DBTH) is one of Yorkshire’s leading acute trusts, serving a population of more than 440,000 across South Yorkshire, North Nottinghamshire, and the surrounding areas.

With three main hospital sites and several additional services, DBTH is one of only five teaching hospitals in Yorkshire. We train 25% of all medical students in the region and 30% of all other healthcare professional students. Employing over 7,000 colleagues, every member of our team contributes to patient care and plays a vital role in our ongoing success.

While we operate across multiple sites, we are proud to foster a strong sense of community and identity, guided by the principles of the DBTH Way. This ensures our organisation is shaped by kindness, respect, and a commitment to supporting one another. Our accessible leadership team encourages every colleague to feel empowered, knowing they have the ability to make a positive difference.

We are proud that many of those in senior positions within the Trust began their careers here. We also celebrate our many long-serving colleagues, including one individual who is still going strong after more than 60 years of dedicated service at DBTH.

It is our goal to equip those who join Team DBTH with the tools and opportunities they need to develop their careers. Whether you spend one year or fifty with us, we are committed to helping you Develop, Belong, and Thrive, Here.

Doncaster and Bassetlaw Teaching Hospitals 1.11K subscribers