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Failsafe Officer Job at Nottingham University Hospitals NHS Trust – Nottingham

NHS AfC: Band 4

Main area



NHS AfC: Band 4




Full time – 37.5 hours per week

Job ref



Nottingham University Hospitals, Queens Medical Centre, EENT Building. Ophthalmology Administration




£22,549 – £24,882 per annum

Salary period



25/08/2022 23:59

Job overview

To work as part of the Ophthalmology administration team and management team assisting with the development and service delivery. Follow a systematic process utilising both NUH Trust and specialist departmental software to monitor the progress of patients through the outpatient and inpatient pathways. Ensure the screening and treatment pathway is fully documented and the history is fully auditable for patient safety. Provide comprehensive failsafe duties to meet the needs of the Ophthalmology service in accordance with national and local standards.

Main duties of the job

To follow systematic processes using specialist local and national databases, Microsoft Word and Excel for Ophthalmology pathways ensuring assessment and treatment is clearly identified. Clear lines of communication are vital as this involves liaison with primary and secondary care colleagues to develop and maintain failsafe systems and to ensure patients receive timely treatment.

Working for our organisation

This is an opportunity to join a team of highly experienced administrators and be responsible for ensuring our patient’s experience a professional and helpful service.

Our Vision: Outstanding in health outcomes and patient and staff experience.

Our Mission: Working together with our patients, staff and partners to deliver world class healthcare, research, education and training. A leading teaching hospital and an innovative partner, improving the health and wellbeing of the communities we serve.

Our Values: Caring and Helpful; Safe and Vigilant for our patients and colleagues; Being Clinically Excellent and driving innovation to meet the needs of our patients; Using our Resources wisely whilst; Providing Quality products, services and experiences for staff and patients.

Detailed job description and main responsibilities

Responsible for understanding the patient pathways and standard operating procedures for all Ophthalmology sub-specialties for both inpatient and outpatient services

Reviewing / implementing appropriate failsafe processes for each of the sub-specialty areas

Tracking patients referred into Hospital Eye Services (HES) and discharged

Ensure patients under the care of HES, receive appointments / treatment in line with the prescribed appointment / treatment plan

Identify conflicting outcomes, investigate the pathway and escalate to the deputy service manager or service manager accordingly

Input data according to activity for monitoring and analysing capacity

Access the Trust information systems to obtain authorised information regarding patient treatments and discharge

Manage the validation of GP submissions and follow up practices who are not engaged in the process by liaising with practice managers and CCG leads

Audit the registration of patients who have met the criteria to be certified as Sight Impaired or Severely Sight Impaired and ensure patients are registered in a timely manner

Report all adverse events appropriately via NUH DATIX system

Provide training to colleagues relating to failsafe tasks and ensure robust communication to all staff involved in the processes

Write failsafe related standard operating procedures (SOPs) and recommend changes to working practices with support of higher management team

Carry out daily data analysis tasks

Keep up to date with developments / changes to relevant Hospital ICT systems

Provide support to and work with the service administrative team

Attend National failsafe related training and events

Understand the National Standards, RTT pathways and local targets and how failsafe is featured

Present failsafe cases studies and findings during departmental meetings or in primary care settings

Assist the Service and Deputy Service Managers by:

Liaise with all relevant staff to assist in the investigation of patient safety incidents relating to delays across the patient pathway

Provide reports relating to failsafe data for Senior Management Team, specialty governance meetings and performance reports

Active involvement in helping to reduce the service’s DNA rate and measuring the impact of service improvement processes

Ensure information regarding patient outcome for patients remaining under the care of the HES and those discharged into the Diabetic Eye Screening Programme are accurately and promptly communicated to all parties

Involvement in financial and service improvement projects

Attend regular meetings with the deputy service manager regarding failsafe matters

To work closely via email and telephone with, specialty managers, medical staff, GP Practices and other specific clinical teams within the department and externally

Present failsafe cases studies and findings at department meetings

Contact patients and respond to queries regarding appointments or results

Establishing communication networks within the department and externally to maximise the performance of failsafe processes

Information Resources

Collect, collate and report routine data and information in an accurate and timely manner. This will include recording activities undertaken with patients and carers, e.g. patient records and IT systems

Ensure attention to detail is maintained for the input / extraction of data to allow complete performance monitoring of failsafe metrics

Maintain confidentiality of information relating to patients, relatives, staff and the organisation at all times

Attend relevant meetings and any other training / educational events which support the development needs of the department

Develop and create reports (for the purposes of tracking patients) to provide activity and performance related information regarding the service


In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:

Infection Control

To maintain a clean, safe environment, ensuring adherence to the Trust’s standards of cleanliness, hygiene and infection control.

Safeguarding children, young people and vulnerable adults

Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.

Information Governance

All staff have an individual responsibility for creating accurate records of their work and for making entries into and managing all NHS records effectively in line with the Health Record Keeping Policy and other Health Records and Corporate Records Management policies and procedures in order to meet the Trust’s legal, regulatory and accountability requirements.

Health and Safety

To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.

To co-operate fully in discharging the Trust policies and procedures with regard to health and safety matters.

To immediately report to their manager any shortcomings in health and safety procedures and practice.

To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident/incident form.

To use protective clothing and equipment where provided.

Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.


To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.

Health and Wellbeing

Employees are expected to take all reasonable steps to look after both their physical health and mental health. To support employees to achieve this NUH offers a wide range of health and wellbeing activities and interventions. The full programme can be viewed at on the staff intranet.

Line managers are expected to encourage and support staff to look after their health and wellbeing, including the release of staff to attend health and wellbeing activities and interventions.

General Policies Procedures and Practices

To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.

Undertake any other duties which may be reasonably required.

Person specification

Training and Qualification

Essential criteria

Educated to A level standard or equivalent

Minimum grade C GCSE for English and Maths or equivalent

Evidence of commitment to continued learning or improvement through attendances at courses

Desirable criteria

NVQ Level 4 or equivalent

Analytical and Judgement Skill

Essential criteria

Able to suggest solutions to complex issues

Use judgement and decision making skills

Awareness of the Data Protection Act 1998 and patient confidentiality

Desirable criteria

Experience of monitoring waiting lists

Uses resources cost effectively

Communication and Relationship

Essential criteria

Must be able to clearly and accurately convey information verbally to different audiences including patients, Managers, hospital admin & clinical staff

The ability to deal with conflict in a diplomatic and tactful manner

Must be able to handle distressed or aggressive patients, carers or visitors

Excellent communication and customer care skills

Desirable criteria

Ability to challenge clinicians with regards to capacity issues and patient query


Essential criteria

Proven experience of working within a clerical environment

Experience of Microsoft office and other IT systems

Possess a thorough understanding of face to face customer care

Knowledge of administrative procedures and systems

Experience working through change

Desirable criteria

Experience of working with a multi-disciplinary team

Proven experience in a patient facing role within the NHS

Experience of Medway PAS and Notis

Planning & Organisation Skills

Essential criteria

Demonstrates an ability to organise and manage own work schedule effectively

Excellent organisational/co-ordination/work prioritisation skills and meticulous attention to detail

Ability to analyse and manage conflicting demands and prioritise workload

Physical Skills

Essential criteria

Remains calm and co-operative under pressure or in difficult and uncertain situations

Prolonged use of VDU equipment and keyboard skills sat at a desk

Prolonged concentration required which may be subject interruptions/distractions


Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit:

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Transfer of information: If I have previous NHS service – I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.

Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

About the Company

Company: Nottingham University Hospitals NHS Trust –

Company Location:  Nottingham

Estimated Salary:

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About Nottingham University Hospitals NHS Trust -