WGOS Referral Officer
Job Description
Job summary
The WGOS Referral Officer will provide administrative and clerical support to the Primary Care Contracting Team.Main duties will include the management of virtual review outcomes, waiting lists, coordinating / tracking follow up patients sent toPrimary Care Optometrists and any other admin duties relating to discharge. The post holder will support referral audits working closely with the Contracts Manager, Optometric Advisor and Primary and Secondary Care Colleagues
This is a fixed term post until 31 March 2027 to cover the needs of the service.
Main duties of the job
The post holder will provide administrative and clerical support to the Primary Care Contracting Team within the Primary Care and Communities in PrimaryCare. The post holder is a key member of the team, working closely with the Contracts Manager and Optometric Advisor, Secondary Care Colleagues,patients and or carers, GP's and other services users or stakeholders within the Health Board. The post holder will assist in working towards key objectives:
Appropriately discharge patients who are eligible for WGOS
Communicate regularly with the Contractors Manager
Support the undertaking of monthly audits to ensure all patients appointments are processed in accordance with agreed timeframes.
Discharge patients to an assigned WGOS provider
Ensure an efficient telephone service is maintained
Work with WGOS providers to minimise short notice cancelled appointments and optimise appointment capacity
Collate data in relation referrals and wait times.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
About us
Aneurin Bevan University Health Board (ABUHB) is a multi-award-winning NHS organisation serving the communities of Gwent. With more than 14,000 staff and volunteers, we provide safe, high-quality, and compassionate care across hospitals, GP practices, community services, and mental health settings. As a University Health Board, research, education, and innovation are central to our work, supporting evidence-based practice and continuous improvement.
Our work is guided by the Gwent Strategy 2025-2035, which sets out our long-term ambition to create a fairer and healthier future for our population. We focus on prevention, reducing health inequalities, and working in partnership with local authorities, voluntary organisations, and communities to improve health and wellbeing.
We are committed to creating an inclusive, supportive workplace where people feel valued, respected, and able to develop. Our values of Kindness, Integrity, and Respect shape how we care for patients and how we treat one another.
We offer a wide range of learning and development opportunities, flexible working where possible, and a comprehensive NHS benefits package. Working for ABUHB means being part of an organisation that values its people and offers the chance to build a meaningful and rewarding career while making a real difference to the lives of others.
Job responsibilities
. WGOS Referral Management Implement processes and pathways in relation to WGOS referrals and propose changes where appropriate. Support referral audits Collect and analyse data in respect of referrals rates on a weekly basis, including DNA and CNAs. Follow up with patients in relation to their referral, providing advice and dealing with any queries in respect of their referral/care Duplicate referrals Chasing of outstanding referral letters Liaison with Contracts Manager, Service Managers, Optometric Advisor, Ophthalmologists and Secondary Care Colleagues in relation toreferrals Template Changes Letter Changes Regularly review details, including patient details, entered onto the Health Boards computerised systems ensuring they are accurate and up todate, taking appropriate action where necessary. Reporting any issues in relation to WGOS referrals to Contracts Manager immediately2. To assist in the training and supervision of all clerical staff.3. To promote good staff communication skills.4. To keep abreast of any changes in policies and procedures, including Health Board Service Standards, and implement amendments asappropriate.5. To work autonomously, prioritising own workload, and make decisions within specified guidelines and procedures, seeking advice wherenecessary.6. To keep abreast of current Welsh Government (WG) guidelines, in particular the WGOS manuals and the National Clinical Strategy forOphthalmology. 7. To ensure the information sent out to patient is of excellent quality8. To maintain good communication with the peers, managers, other departments and the general public.9. Actively participate in the duties of the department as required.10. Deal with requests in accordance with the General Data Protection Regulations
Person Specification
Qualifications and knowledge
Essential
- Computer literate
- Business Administration level 3 NVQ or equivalent demonstrable knowledge and experience
- Knowledge of administration processes
- Knowledge of WG policy and guidance in relation to WGOS services
Desirable
- ECDL or equivalent
Experience
Essential
- Experience of managing waiting lists, booking and RTT targets
Desirable
- Experienced WPAS/CWS user
- Experience of dealing with all levels of staff and the public
- Ability to work as part of a multi-disciplinary team
- Ability to communicate as part of a multi-disciplinary team
- Ability to communicate with patients in an empathetic regarding their treatment and procedures
- Can demonstrate an enthusiastic approachable and friendly manner
Skills and Attirbutes
Essential
- Excellent Communication skills
- Ability to work effectively with managers & clinicians
- Ability to meet deadlines
- Ability to take on an active role in the operational requirements
Desirable
- Ability to take on an active role in agreed learning activities and keeps a record of them
- Understanding of knowledge and skills framework and ability to identify learning and needs and interests.
- Ability to influence and persuade others
- Effective planning, prioritising & Organisational skills
- Ability to use initiative and meet deadlines
- Ability to develop good and effective employee relations
- Ability to manage difficult situations under pressure
- Ability to work and problem solve whilst achieving targets
- Demonstrate commitment to achieving high standards
Other
Essential
- Flexible to the needs of the service
Desirable
- Ability to speak Welsh
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Aneurin Bevan University Health Board
Address
Llanarth House
PCT Floor 1 Llanarth House
Newport
NP11 5GH
United Kingdom
