Job overview

Come and join Hywel Dda University Health Board, where we offer a wide variety of challenging and rewarding roles within a supportive, innovative and dynamic work environment.

We have an excellent opportunity for an Administrative Co-ordinator to join our Ophthalmology Team within the Planned Care Group.

This is a diverse role and you will be working in a busy and fast paced environment within a team that value and support each other. We are looking for someone with administration experience, excellent communication skills with the ability to work on their own and in a team and who can demonstrate our values of Compassion, Trust, Respect and Integrity.

The health and wellbeing of our team members is very important to us and we offer a robust induction period, as well as regular supervision and support. You will have opportunities to progress your career with a structured learning journey that will enable you to achieve your long-term goals and work to your strengths.

The post holder will be the point of contact for all administrative duties relating to patients’ pathway of care within the Intravitreal Therapy Service (IVT).

The post holder will work as part of a multi-disciplinary team and will provide expertise in the proactive management of the patient pathway from referral to discharge, ensuring the entire pathway is managed smoothly. 

Main duties of the job

Duties will include:

• Investigate and take the appropriate action where pathways are incomplete to ensure that patients are receiving timely treatment and Health Board Information is robust 
• To be responsible for identifying and escalation any issues to the Service Manager which compromises delivery 
• Ensure inter-provider transfers are timely and that the appropriate paperwork has been completed and sent or received 
• Liaise with internal and external colleagues to share patient pathway and diagnostic information. 
• Ensure Health Board systems are updated with patient pathway status information and that data quality is maintained 
• Proactively manage the pathway to avoid breaches and take steps to resolve any issues 
• Ensure all Intravitreal patients for follow up are tracked and booked in timely fashion. 
• Use Health Board IT systems and specialty databases to ensure relevant and accurate information is recorded. 
• Investigate patient DNAs, communicating the results to the consultants and Service Manager as appropriate 
• Cancellations – communicate details to the clinician ensuring all information is available. 
• Ensure healthcare records are tracked to the correct location.
• Deal with all general telephone enquiries and handle post
• Provide cross cover within specialty/admin team   
• Track all patient records utilising  WPAS system 
• Contribute to specialty improvements and efficient processes 

Working for our organisation

Hywel Dda University Health Board plans and provides NHS healthcare services for people living in Carmarthenshire, Ceredigion, Pembrokeshire, and bordering counties.

We have over 13,000 staff and together we provide primary, community, in-hospital, mental health and learning disabilities services.

We work in partnership with the three local authorities, as well as public, private and third sector colleagues, including our valued team of volunteers.

Our services are provided in:

• Four main hospitals: Bronglais Hospital in Aberystwyth; Glangwili Hospital in Carmarthen; Prince Philip Hospital in Llanelli; and Withybush Hospital in Haverfordwest
• Five community hospitals: Amman Valley and Llandovery hospitals in Carmarthenshire; Tregaron Hospital in Ceredigion; and Tenby and South Pembrokeshire hospitals in Pembrokeshire
• Two integrated care centres: Aberaeron and Cardigan in Ceredigion, and several other community settings
• 47 general practices (six of which are health board managed practices); dental practices (including four orthodontic); 97 community pharmacies; 43 general ophthalmic practices; and 8 ophthalmic domiciliary providers
• Numerous mental health and learning disabilities services