Supervisor - Outpatients (XN03)
Job Description
Job summary
Expected Shortlisting Date
21/04/2025
Planned Interview Date
24/04/2025
We have an exciting opportunity within the Leeds Chest Clinic for positive and enthusiastic people to join our existing Outpatient Administration team based at the Leeds Chest Clinic. You will be joining a friendly, supportive team of administration staff, secretaries, doctors and nurses.
We are looking for friendly, flexible, and self-motivated individuals who are able to work in a fast paced environment. It would be an advantage if candidates possess supervisory skills, excellent communication and administrative skills and be able to work as part of a team, as well as being able to use their own initiative and work to deadlines. The post holders will be required to manage/supervise other members of the administrative team along with their training/development and informal attendance management.
It is essential that the post holder has previous experience dealing with members of the public in a working environment and preferably within a healthcare setting. Experience of working in a patient administration area and PAS (Patient Administration System) would be an advantage.
A full programme of training and induction will be given along with the opportunities for professional development in a supportive environment.
Please contact Joanne Carter Patient Services Co-Ordinator on 0113 2066013.
Main duties of the job
To supervise, train and develop administration staff within the Centre.
Ensure booking of patients is administered effectively and to the benefit of the patients.
Ensure that all new patents are booked within Trust target times.
Undertake the process of Validation and monitoring of waiting times.
Day to day management of administration staff including monitoring attendance.
Respond to telephone enquiries in a polite and helpful manner, taking responsibility for returning any follow up calls.
Preparation of documentation to support delivery of outpatient clinics.
Obtain necessary information for patients attending clinics as required.
Provide cover and reception clinics as allocated in a friendly and efficient manner
Obtain complete information for each patient attendance and record any changes onto the Patient Administration System in a timely and accurate way.
Action post and general correspondence on a daily basis.
Ensure departmental stationary stock levels
About us
Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission.
Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.
At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
Principal Duties & Areas of Responsibility
Staff Supervision
Coordinate the day to day activities of a team of clerical officers.
To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.
To be actively involved in the recruitment process.
Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.
Train and supervise members of staff in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.
Service Management
Be responsible for the implementation of Trust procedures and protocols within the department.
Ensure the appointment pathways are managed in accordance with Trust and Patient Access Policies and within specialty guidelines.
Ensure that information on the Trust Patient Administration System is recorded in an accurate and timely manner.
Ensure investigation results receive medical acknowledgement in a timely manner.
To be receptive to and assist in, the development and introduction of new ways of working.
Ensure that joint working and close cooperation is developed with other departments and agencies.
Undertake monitoring of performance to ensure high quality service delivery.
Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy. Take responsibility for returning any follow-up calls as necessary.
Support the induction process for all new clerical officers and work with the Outpatient Coordinator to develop refresher programmes/updates for existing staff.
Respect patient Confidentiality and be aware of the Data Protection Act and Caldicott Guidelines.
Any other duties, which may be required as determined by the Outpatient Co-ordinator or the Outpatient Site Manager.
Person Specification
Qualifications
Essential
- GCSE (or equivalent) English Language and Mathematics grade C or above
- Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
- A willingness to undergo training to carry out the job.
- Basic computer literacy and willingness to further computer skills.
Desirable
- Supervisory certificate.
Skills & behaviours
Essential
- Excellent communication skills with the ability to communicate sensitively and effectively
- A good team player, with the ability to work flexibly in a diverse and demanding environment.
- To provide a high standard confidential, effective and accurate administration service.
Desirable
- Knowledge, experience and ability to use the Trusts Patient Administration system
Experience
Essential
- Experience at supervisory/senior level in a health care environment
- Well-developed knowledge and experience of using a variety of IT applications in a Windows based environment
- Experience in working in a customer focussed environment
Desirable
- Demonstrate previous experience of training to carry out a job
- Demonstrate previous experience of training others
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.
Employer details
Employer name
Leeds Teaching Hospitals
Address
St. James's University Hospital
Beckett Street
Leeds
LS9 7TF
