Supervisor - Outpatients (XN03)
Posted 2 days ago by NHS
£60,000 - £80,000 Annual
Permanent
Full Time
Temporary Jobs
Yorkshire, Leeds, United Kingdom, LS1 8
Job Description
Weare seeking to recruit a reliable and self-motivated band 3 supervisor tojoin the gynaecology outpatient administration team in Womens Services on afull time basis, to be based at St Jamess University Hospital. This is a permanent role of 37.5hours.
Thepost holder will be the first line manager to a team of clerical staff on aday to day basis, providing a professional service to both service users andthe gynaecology CSU, ensuring that high standards of customer services areprovided at all times in a fast-paced working environment. The chosen candidate will have excellentcommunication skills and will work closely with, medical, nursing and otheradministrative staff in and around the gynaecology team.
Thisis an exciting opportunity to further develop a range of administration andsupervisory skills. This opportunityprovides scope to work with a wide range of patients across differentsub-specialties, including general gynaecology, hysteroscopy, colposcopy andothers.
Applicantsshould have excellent communication skills, the ability to understand and useIT systems, e.g. Microsoft Excel, and the ability to organise and prioritisemultiple tasks. NHS IT systems/experience is preferable
Forfurther information and/or to arrange an informal visit please contact:
Main duties of the job ThePost-holder will be responsible for supervising on a day to day basis a teamof clerical staff responsible for the administration and clerical dutieswithin Gynaecology. The post holder must be able to communicate sensitivelyand effectively with a wide range of people including patients and all otherstaff members. In addition the postholder will have to communicate with other outside agencies and otherdepartments throughout the Trust.
Thepost holder will assist in the organisation of the Departmentaladministration and clerical teams workload to provide a comprehensiveclerical service and ensure the delivery of a coordinated and consistentoperational management service.
Provideday to day supervision of clerical staff, monitoring staffing levels on adaily basis and adjusting when and where necessary to provide appropriatestaff cover.
Beinvolved in the recruitment and retention of the clerical staff ensuring thatall new staff receive an appropriate induction and training to enable them tocarry out their duties.
Superviseand train members of the clerical team in all aspects of PatientAdministration and customer service, including the allocation of work on adaily basis and the reviewing of work performance and progress.
Exercisesafekeeping of office equipment, including data held on the computer, workstations and any other equipment used.
About us LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities JOBPURPOSE/SUMMARY
ThePost-holder will be responsible for supervising on a day to day basis a teamof clerical staff responsible for the administration and clerical dutieswithin Gynaecology. The post holder must be able to communicate sensitivelyand effectively with a wide range of people including patients and all otherstaff members. In addition the postholder will have to communicate with other outside agencies and otherdepartments throughout the Trust.
Thepost holder will assist in the organisation of the Departmentaladministration and clerical teams workload to provide a comprehensiveclerical service and ensure the delivery of a coordinated and consistentoperational management service.
Provideday to day supervision of clerical staff, monitoring staffing levels on adaily basis and adjusting when and where necessary to provide appropriatestaff cover.
Beinvolved in the recruitment and retention of the clerical staff ensuring thatall new staff receive an appropriate induction and training to enable them tocarry out their duties.
Superviseand train members of the clerical team in all aspects of PatientAdministration and customer service, including the allocation of work on adaily basis and the reviewing of work performance and progress.
Alongwith the Assistant PSC, ensure clerical staff receives full briefings oncurrent developments and be actively involved in staff meetings.
Exercisesafekeeping of office equipment, including data held on the computer, workstations and any other equipment used.
TheTrust requires that all members of staff are appraised on a yearly basis andthe post holder will be responsible for the appraisals for the allocated teammembers.
Thepost holder will be responsible for the monitoring of sickness, holidays andother leave and return to work interviews following sickness and forpreparing and providing statistics to managers and to salaries and wages.
Thepost holder must ensure that processes/procedures comply with legislativerequirements covering Health & Safety, Data Protection andconfidentiality.
PRINCIPALDUTIES & AREAS OF RESPONSIBILITY
StaffSupervision
Coordinate the day to day activitiesof a team of clerical officers.
To maintain regular communicationswith all staff to ensure they all receive and participate in briefings andare aware of knowledge and information relating to them and their role.
To be actively involved in therecruitment process.
Continually review staffing levelsand ensure there is adequate cover for staff during periods of absence inorder to maintain a quality service.
Train and supervise members of staffin all aspects of patient administration service and exceptional customerservice, motivating, improving performance and promoting team values toachieve required outcomes. Contributeto the identification and planning of development needs for the team andindividuals.
Contribute to the assessment ofstaff performance against objectives and be responsible for the performancedevelopment reviews of individuals. Ona day to day basis support individual learning and development, includingregular 1-1 meetings.
ServiceManagement
Be responsible for theimplementation of Trust procedures and protocols within the department.
Ensure the appointment pathways aremanaged in accordance with Trust and Patient Access Policies and withinspecialty guidelines.
Ensure that information on the TrustPatient Administration System is recorded in an accurate and timely manner.
To be receptive to and assist in,the development and introduction of new ways of working.
Ensure that joint working and closecooperation is developed with other departments and agencies.
Undertake monitoring of performanceto ensure high quality service delivery.
Respond effectively to telephonecommunications in a polite and helpful manner, observing the need fordiscretion and courtesy. Takeresponsibility for returning any follow-up calls as necessary.
Support the induction process forall new clerical officers and work with the Assistant Patient ServicesCoordinator to develop refresher programmes/updates for existing staff.
Respect patient Confidentiality andbe aware of the Data Protection Act and Caldicott Guidelines.
Anyother duties, which may be required as determined by the Assistant PatientServices Coordinator/ Patient Services Coordinator.
Essentialcore values include:
The post-holder is expected to behonest, fair and consistent in their approach and to accept responsibilityfor ones own achievements, acts and omissions.
Respect confidentiality in linewith National, Trust and local policies and guidelines.
A positive and professionalattitude.
Committed to providing the highestquality of administrative support.
To promote, support and worktowards the delivery and achievement of the Trusts and departmentsobjectives.
Maintain and improve quality ofservice.
A business like appearance.
Commitment to own personal &professional development as agreed with their line manager.
Commitment to their teams personal& professional development.
SPECIALWORKING CONDITIONS
i) PHYSICAL EFFORT:
Officebased and regular use of a VDU and display screen equipment.
ii) MENTAL EFFORT:
Frequentrequirement for concentration working to departmental deadlines and servicelevel agreements.
iii)EMOTIONAL EFFORT:
Directpatient contact may be required in a non-clinical role
iv)WORKING CONDITIONS:
Officebased.
Person Specification Additional Requirements
Thepost holder will be the first line manager to a team of clerical staff on aday to day basis, providing a professional service to both service users andthe gynaecology CSU, ensuring that high standards of customer services areprovided at all times in a fast-paced working environment. The chosen candidate will have excellentcommunication skills and will work closely with, medical, nursing and otheradministrative staff in and around the gynaecology team.
Thisis an exciting opportunity to further develop a range of administration andsupervisory skills. This opportunityprovides scope to work with a wide range of patients across differentsub-specialties, including general gynaecology, hysteroscopy, colposcopy andothers.
Applicantsshould have excellent communication skills, the ability to understand and useIT systems, e.g. Microsoft Excel, and the ability to organise and prioritisemultiple tasks. NHS IT systems/experience is preferable
Forfurther information and/or to arrange an informal visit please contact:
Main duties of the job ThePost-holder will be responsible for supervising on a day to day basis a teamof clerical staff responsible for the administration and clerical dutieswithin Gynaecology. The post holder must be able to communicate sensitivelyand effectively with a wide range of people including patients and all otherstaff members. In addition the postholder will have to communicate with other outside agencies and otherdepartments throughout the Trust.
Thepost holder will assist in the organisation of the Departmentaladministration and clerical teams workload to provide a comprehensiveclerical service and ensure the delivery of a coordinated and consistentoperational management service.
Provideday to day supervision of clerical staff, monitoring staffing levels on adaily basis and adjusting when and where necessary to provide appropriatestaff cover.
Beinvolved in the recruitment and retention of the clerical staff ensuring thatall new staff receive an appropriate induction and training to enable them tocarry out their duties.
Superviseand train members of the clerical team in all aspects of PatientAdministration and customer service, including the allocation of work on adaily basis and the reviewing of work performance and progress.
Exercisesafekeeping of office equipment, including data held on the computer, workstations and any other equipment used.
About us LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities JOBPURPOSE/SUMMARY
ThePost-holder will be responsible for supervising on a day to day basis a teamof clerical staff responsible for the administration and clerical dutieswithin Gynaecology. The post holder must be able to communicate sensitivelyand effectively with a wide range of people including patients and all otherstaff members. In addition the postholder will have to communicate with other outside agencies and otherdepartments throughout the Trust.
Thepost holder will assist in the organisation of the Departmentaladministration and clerical teams workload to provide a comprehensiveclerical service and ensure the delivery of a coordinated and consistentoperational management service.
Provideday to day supervision of clerical staff, monitoring staffing levels on adaily basis and adjusting when and where necessary to provide appropriatestaff cover.
Beinvolved in the recruitment and retention of the clerical staff ensuring thatall new staff receive an appropriate induction and training to enable them tocarry out their duties.
Superviseand train members of the clerical team in all aspects of PatientAdministration and customer service, including the allocation of work on adaily basis and the reviewing of work performance and progress.
Alongwith the Assistant PSC, ensure clerical staff receives full briefings oncurrent developments and be actively involved in staff meetings.
Exercisesafekeeping of office equipment, including data held on the computer, workstations and any other equipment used.
TheTrust requires that all members of staff are appraised on a yearly basis andthe post holder will be responsible for the appraisals for the allocated teammembers.
Thepost holder will be responsible for the monitoring of sickness, holidays andother leave and return to work interviews following sickness and forpreparing and providing statistics to managers and to salaries and wages.
Thepost holder must ensure that processes/procedures comply with legislativerequirements covering Health & Safety, Data Protection andconfidentiality.
PRINCIPALDUTIES & AREAS OF RESPONSIBILITY
StaffSupervision
Coordinate the day to day activitiesof a team of clerical officers.
To maintain regular communicationswith all staff to ensure they all receive and participate in briefings andare aware of knowledge and information relating to them and their role.
To be actively involved in therecruitment process.
Continually review staffing levelsand ensure there is adequate cover for staff during periods of absence inorder to maintain a quality service.
Train and supervise members of staffin all aspects of patient administration service and exceptional customerservice, motivating, improving performance and promoting team values toachieve required outcomes. Contributeto the identification and planning of development needs for the team andindividuals.
Contribute to the assessment ofstaff performance against objectives and be responsible for the performancedevelopment reviews of individuals. Ona day to day basis support individual learning and development, includingregular 1-1 meetings.
ServiceManagement
Be responsible for theimplementation of Trust procedures and protocols within the department.
Ensure the appointment pathways aremanaged in accordance with Trust and Patient Access Policies and withinspecialty guidelines.
Ensure that information on the TrustPatient Administration System is recorded in an accurate and timely manner.
To be receptive to and assist in,the development and introduction of new ways of working.
Ensure that joint working and closecooperation is developed with other departments and agencies.
Undertake monitoring of performanceto ensure high quality service delivery.
Respond effectively to telephonecommunications in a polite and helpful manner, observing the need fordiscretion and courtesy. Takeresponsibility for returning any follow-up calls as necessary.
Support the induction process forall new clerical officers and work with the Assistant Patient ServicesCoordinator to develop refresher programmes/updates for existing staff.
Respect patient Confidentiality andbe aware of the Data Protection Act and Caldicott Guidelines.
Anyother duties, which may be required as determined by the Assistant PatientServices Coordinator/ Patient Services Coordinator.
Essentialcore values include:
The post-holder is expected to behonest, fair and consistent in their approach and to accept responsibilityfor ones own achievements, acts and omissions.
Respect confidentiality in linewith National, Trust and local policies and guidelines.
A positive and professionalattitude.
Committed to providing the highestquality of administrative support.
To promote, support and worktowards the delivery and achievement of the Trusts and departmentsobjectives.
Maintain and improve quality ofservice.
A business like appearance.
Commitment to own personal &professional development as agreed with their line manager.
Commitment to their teams personal& professional development.
SPECIALWORKING CONDITIONS
i) PHYSICAL EFFORT:
Officebased and regular use of a VDU and display screen equipment.
ii) MENTAL EFFORT:
Frequentrequirement for concentration working to departmental deadlines and servicelevel agreements.
iii)EMOTIONAL EFFORT:
Directpatient contact may be required in a non-clinical role
iv)WORKING CONDITIONS:
Officebased.
Person Specification Additional Requirements
- An ability to train staff, including temporary staff, as required and to monitor progress on a continuing basis.
- Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all level.
- An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.
- The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families.
- To be adaptable and flexible.
- Must be tactful and diplomatic.
- The ability to affectively facilitate a team of clerical staff to deliver against deadlines.
- Responsible for appropriate use of equipment within the working environment. . click apply for full job details