Optometry Office Manager/PA - Job Share

Job overview

An exciting opportunity has arisen for an Optometry Office Manager/PAa to work at Moorfields City Road,

Moorfields Eye Hospital is a post-graduate teaching Hospital of international acclaim, dedicated to excellence in patient care, training and research. Our main site is at City Road, London but we have a large, and growing, number of interdisciplinary satellite clinics at which optometric services are provided.

The Optometry Department has over 190 optometrists and provides clinical services for refraction, low vision assessment, medical contact lenses as well as extended role cross Moorfields’ sites. The role involves supporting the Optometry head of department, deputy head, optometry service leads and line managers to support the daily running of the department. In addition, the role involves the management of the clerical administration team that are responsible for the ordering and delivering of patients spectacles and contact lenses

We play a significant role in the training of ophthalmic professionals and in collaboration with UCL our optometry education has recently expanded to provide College of Optometrists Higher Qualifications. Our research priorities reflect the developing role of optometrists and our close links with the Institute of Ophthalmology. We are supported by our spectacle and contact lens laboratories.

Main duties of the job

• Oversee the management of the clerical administration team dealing with recruitment, performance review, performance management and day-to-day management of this team.

Responsible for organising clerical team meetings and individual staff 1:1s, overseeing audit to inform & maintain quality of services.

Ensure all clerical staff are compliant with mandatory training.

• Ensure all staff have an annual appraisal and that individuals’ development needs are identified and addressed

Assist Senior Optometry staff with workforce management of the optometry department including e-rostering, annual leave management, sickness reviews, e.g. obtaining sickness reports and providing support at meetings.

• Responsible for maintaining confidential information on staff. Ensure that the highest standards of customer care are always maintained, working with key stakeholders to ensure a consistent and effective training and monitoring mechanism is in place for the achievement of this Ensure the department and individuals are compliant with Health & Safety legislation, completing incident forms and developing action plans as appropriate to eliminate or reduce risks, forwarding documentation to appropriate departments in a timely manner Provide comprehensive PA and secretarial support to the HOD and other senior members of staff.

Detailed job description and main responsibilities

Oversee the management of the clerical administration team dealing with recruitment, performance review, performance management and day-to-day management of this team.

Ensure all staff have an annual appraisal and that individuals’ development needs are identified and addressed

Manage the VDU (staff sight tests) service for the Trust.

Responsible for maintaining confidential information on staff.

Ensure that an efficient and caring service is provided to all patients within the relevant clinics/services

Ensure that the highest standards of customer care are always maintained, working with key stakeholders to ensure a consistent and effective training and monitoring mechanism is in place for the achievement of this

Assist the HOD to ensure that health and safety standards are always maintained within the department and notify the appropriate manager or representative for any action required

Ensure the department and individuals are compliant with Health & Safety legislation, completing incident forms and developing action plans as appropriate to eliminate or reduce risks, forwarding documentation to appropriate departments in a timely manner

Provide comprehensive PA and secretarial support to the HOD and other senior members of staff.

Attend meetings and take and transcribe minutes.

Organise pre-reg observerships, meetings, lectures, and open days (both internally and externally) and act as point of reference.

Support the HOD in managing the Quality and Performance of the department including updating risk registers.

Act as the main point of contact for the department, liaising with colleagues, senior hospital staff and external contacts.

Provide support in providing local inductions for new staff alongside their managers.

Organise Observations for Pre Reg Optometrists and Visiting Pre Reg Optometrists

Organise Tutorials for Pre Reg Optometrists

Cover reception/ clerical duties for the optometry clerical administration posts as needed

Support staff with queries regarding annual leave entitlements and the managing of e- rostering systems.

Check that all annual leave, sickness and other absences have been recorded correctly on e-roster.

Assist line managers within the department with staff information required for trust policies e.g. sickness absence, capability and appraisals

Manage staff contracts and changes on ESR.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.