Senior Ophthalmic Assistant (SOA)

The Senior Ophthalmic Assistant (SOA) supports the Clinical Services Manager to ensure the smooth and efficient running of clinics. The role involves coordinating day-to-day tasks within a small team. While there is no direct line management responsibility, the Senior Ophthalmic Assistant is responsible for the safe supervision of the ophthalmic assistant team, ensuring high standards of practice, appropriate training, and consistent quality of care. Any queries, concerns, or issues should be addressed promptly and escalated where appropriate.

Alongside this supervisory responsibility, the Senior Ophthalmic Assistant will continue to carry out clinical duties, including performing diagnostic tests, supporting clinicians in the assessment of patients, and ensuring a clear understanding of each patient's pathway-particularly in relation to diagnostic investigations undertaken.

The role also includes supporting the administration of clinical and surgical preparation.

KEY RESPONSIBILITIES

Operational: 

Act as the first point of contact for general Ophthalmic Assistant queries, escalating issues where appropriate.

Assist with the allocation of tasks during daily handovers based on skill set, competence and clinic needs.

Report issues relating to clinic diaries, utilisation and capacity to relevant departments in a timely manner.

Report clinic stock levels to appropriate leads and escalate shortages or risks promptly. 

Perform monthly clinic spot checks to ensure medication and clinical consumables are within date, escalating findings to the Clinical Services Manager or Stock Lead as required.

Undertake weekly reviews of clinic audit sheets and closure checklists, ensuring accuracy, completeness and correct filing.

Investigate discrepancies and provide feedback to the relevant team member and Clinical Services Manager.

Act as the point of contact for technical, operational or patient-related issues in clinic in the absence of the Clinical Services Manager, resolving or escalating as appropriate.

Support optimal patient flow by working collaboratively with clinic staff and assisting where required.

Undertake ad hoc and administrative duties as required to support the smooth running of clinics.

Escalate process, clinical, equipment, quality or infection control risks appropriately and without delay.

Supervision & Support:

Support the Clinical Services Manager with the safe supervision of the Ophthalmic Assistant team, stepping into additional duties when required. 

Identify training needs within the OA team and feedback to the Clinical Services Manager.

Support and train new Ophthalmic Assistants in both clinic and administrative functions, including completing bi-weekly training 1-2-1s and supporting completion of OA workbooks.

Ensure training documentation is completed accurately and shared with the Clinical Services Manager, highlighting any concerns promptly. 

Conduct spot checks of Ophthalmic Assistants in clinic and administration to ensure consistently high standards of accuracy, quality and professionalism. 

In the absence of the Clinical Services Manager, take responsibility for managing short-term team absence (e.g. sickness) to ensure appropriate clinic cover. 

Lead by example by demonstrating Newmedica's values and behaviours and maintaining professionalism at all times.

Governance

Ensure incidents and complaints are escalated to the Service Manager and Clinical Services Manager in line with policy.

Maintain accurate, timely and confidential management of patient data, including updating electronic patient records and producing patient correspondence. 

Support delivery of exceptional customer service by managing patient interactions professionally and ensuring appropriate information is provided at all times.

Commit to continued professional development and clinical governance, including participation in appraisal, audits and research activity as required.

Work with the Registered Manager to ensure services remain compliant with CQC standards.

Clinical Duties

Maintain high professional standards of ophthalmic imaging and investigation services by performing, verifying and recording clinical test results with absolute integrity.

Provide clinical support to optometrists and ophthalmologists to ensure optimal patient flow and high-quality patient care.

Perform a range of ophthalmic investigations including but not limited to:

OCT scans

Visual Fields

Visual Acuity

I-Care intraocular pressure measurements

ORA intraocular pressure measurements

OCT biometry

Biometry

Recognise and respond appropriately to changes in patient observations, escalating concerns as required.

Maintain high standards of infection prevention and control, taking action where standards are not met. 

Instruct patients clearly in required techniques or tasks.

Assist clinicians in the emergency management of patients. 

Act as a chaperone when required.

Maintain patient confidentiality and adhere to robust record-keeping standards at all times.

Personal Specification - Essential Criteria

Qualifications and/or relevant experience

Ability to coordinate and prioritise tasks within a small team without direct line management responsibility.

Strong judgement skills, with the ability to determine when to resolve issues independently and when escalation is required. 

Excellent organisational skills with the ability to plan, multi-task and work effectively in a fast-paced environment.

Professional verbal and written communication skills, including a confident and courteous telephone manner.

Demonstrated commitment to delivering consistently high standards of clinical testing and administration.

Proven customer service skills with a strong focus on patient care (experience working with patients or carers essential).

Ability to develop and apply a working knowledge of eye physiology and ophthalmic treatments.

Fully computer literate, with confidence using Microsoft Office (including Excel) and the ability to learn new electronic patient record systems.

Be willing to complete in house Clinical In-service Trainer Programme

Personal skills and values

Enjoys working with a diverse range of people and adapts approach to meet varying patient needs.

Comfortable working in a process-driven, structured clinical environment. 

Demonstrates professionalism, integrity and accountability at all times.

Positive, collaborative and committed to upholding Newmedica's values. 

SUPPLEMENT AL INFORMATION COMMON TO ALL ROLES

Actively promote and market Newmedica and present a positive image of the Company and its activities both within and outside the Healthcare environment

Ensure the quality standards and performance measures applying to the work of the section are met and facilitate continuous improvements in all aspects of the post

Attend client meetings and present service updates as required

Undergo any self-development and training as necessary for success in the role and provide support and development for others where appropriate

Carry out any duties at all times in accordance with the Company's policies including Equality and Diversity and Health and Safety

Promote by positive example both internally and externally, the purpose and vision of Newmedica

Undertake all responsibilities in adherence with Newmedica Policies, Processes paying particular attention to Infection, Prevention and Control

Undertake any other responsibilities commensurate with the grade of their post as deemed necessary by the senior management team.

STATUS OF THIS DOCUMENT

This job description is a guide to the work that you will initially be required to undertake. It may be changed from time to time, in consultation with you, to meet changing circumstances. It does not form part of your contract of employment.

Criminal Records Declaration

Newmedica is exempt from Rehabilitation of Offenders Act (1974) and we will ask applicants to disclose details of convictions, irrespective of whether they are spent or not.

Safeguarding

It is the responsibility of all Newmedica employees and contractors to fully comply with Newmedica's safeguarding policies and procedures. Individuals must ensure that they understand their role in protecting adults and children that may be at risk of abuse.