Site Supervisor

3 days ago

Norwich, United Kingdom Norfolk Community Health and Care NHS Trust Full time

Job Purpose
- To support, motivate and supervise Admin and Clinical Staff in both the Wheelchair Assessment Service and the Wheelchair Repairs Service
- To liaise with the Admin Team Lead and the Medical Devices Operational Manager suggesting best practises and a multi skilled way of working ensuring resilience is forefront
- To support in areas of change; working closely with both administration and health colleagues to deliver a quality service.

The role will include administrative support duties such as answering telephone calls, assisting patients with queries and use of NHS computer systems including SystmOne to provide vital admin support to the clinical wheelchairs team. You will be required to maintain strict confidentiality and will be expected to communicate with patients and relatives with courtesy and discretion at all times.

You will have experience of undertaking a range of administrative duties and have excellent supervisory skills. You will need to be able to evidence a good solid background working in a busy office environment, preferably with experience of working in the NHS. The ability to work as part of a team in a busy office environment is essential and will be required to work proactively, have good numerical skills and be able to multi-task.

Working for your organisation
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 33.
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, staff physio service and wellbeing resources).
- Free parking at most sites.
- Supportive, positive culture that is well led, with regular supervision.
- Comprehensive in house and external training programmes available.
- Gain experience and learning whilst making a difference and working for one of the world’s biggest brands - the NHS.
- NHS discounts and many more.

Admin play a very important part in the patient's journey, this is an exciting opportunity to make a difference to each patient who is referred into the Wheelchairs service.

Key Areas of Responsibility
1. To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager) which will include:

- Using a range of software programmes and SystmOne to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.
- Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner.
- Researching appropriate websites, downloading and circulating documents, as requested.
- To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.
- To take responsibility for ensuring the effective management of the patient tracker reporting to allow for the timely progress of the patient journey through the 18 week pathway, highlighting where breaches may be due to occur and supporting the integrity of the performance data quality.

1. To directly supervise the staff in the Wheelchair Assessment Service and the Wheelchair Repairs Service on a daily basis.
- To devise staff work rotas on a monthly basis
- To ensure that there is sufficient cover for the 5 working day operation, Monday to Friday
- To monitor mandatory training for the team
- To monitor sickness absence and to complete absence documentation
- Deal with any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Team leader

1. To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.
2. To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.
3. To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, EROS and carrying out research into goods and services as required.
4. Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
5. To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties as re

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