Optometry Liaison Specialist

University Hospitals Coventry and Warwickshire; Coventry; On-site; GBP 24,000 - 32,000; Full time

Job summary

University Hospitals Coventry and Warwickshire seeks an experienced administrator to provide a specialised, confidential service supporting the Optometry Department. The postholder coordinates patient and service enquiries, manages key processes, and leads day-to-day administration of the Contact Lens Service, including invoicing and payments.

Working with the Optometry clinical team, you will ensure high-quality patient experience by organising meetings, handling correspondence, and developing

Responsibilities

• Act as the first point of contact for the Optometry Service, responding to and coordinating inquiries.
• Coordinate the Contact Lens Service, including ordering lenses, processing documents, maintaining databases and arranging appointments.
• Manage HES spectacle voucher claims, audits, invoicing and payments with Finance colleagues.
• Coordinate student and professional placements, including schedules, contracts, communications and financial processes.
• Handle a high volume of telephone enquiries professionally and escalate clinical matters as needed.
• Organise departmental meetings, schedule, take minutes, track actions and communicate outcomes.
• Develop and improve administrative systems to enhance efficiency and service delivery.

Job description

To provide a specialised, comprehensive and confidential administrative and secretarial service supporting the effective delivery of the Optometry Department. The postholder will act as the central administrative liaison for the Optometry service, providing advice, coordinating patient and service enquiries, and ensuring key administrative processes are managed in accordance with Departmental, Trust and National requirements. The role has particular responsibility for the day-to-day administration of the Contact Lens Service, including invoice processing and payments; coordinating patient access and enquiries across Optometry; administering HES vouchers; and coordinating student and professional placements. The postholder will work closely with the Optometry clinical team and other relevant services to support efficient service delivery and a high-quality patient experience.

• Act as the first point of contact for the Optometry Service, responding to and coordinating a wide range of enquiries.
• Coordinate the specialist Contact Lens Service, including ordering clinical contact lenses, processing documentation, maintaining databases, and arranging patient appointments and deliveries.
• Manage HES spectacle voucher claims, audits, invoicing, and payments in collaboration with Finance colleagues and community optometrists.
• Coordinate student and professional placements, including placement schedules, honorary contracts, communications, and associated financial processes.
• Handle a high volume of telephone enquiries professionally and sensitively, using sound judgement to resolve issues independently and escalated clinical matters appropriately.
• Manage incoming correspondence, draft routine communications, and ensure work is completed accurately and within agreed deadlines.
• Organise and support departmental meetings, including scheduling, minute-taking, action tracking, and communication of key outcomes.
• Develop and improve administrative systems and processes to enhance efficiency, responsiveness, and service delivery.
  University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do. Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare. We are proud to be recognised as a Pathway to Excellence designated organisation – Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk) By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team. The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.