Outpatient Coordinator

4 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 4

**Main area**
- ISHS, Family Health

**Grade**
- Band 4

**Contract**
- Permanent

**Hours**
- Full time - 37.5 hours per week

**Job ref**
- 164-5748206

**Site**
- GU Medicine, City Campus

**Town**
- Nottingham

**Salary**
- £25,147 - £27,596 per annum

**Salary period**
- Yearly

**Closing**
- 30/11/2023 23:59

Job overview

The post holder will act as Deputy to the Administration Manager for the day to day supervision of the outpatient clinics and line management of outpatient admin teams and will work closely with the Administration and Service Managers to ensure the quality service.

The post holder will also be responsible for overseeing the booking of appointments and procedures, ensuring referrals are dealt with efficiently and that targets are met. The post holder will oversee clinic cancellations and ensure necessary reductions are made in response to medical staff absences.

The role/duties of the post are outlined above. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values which are detailed below

Main duties of the job
- Responsible for the line management of the outpatient administrative team, this includes induction of new staff, prioritising workloads and motivating staff to achieve objectives.
- Responsible for co-ordinating referrals and bookings of new and follow up appointments.
- To be responsible and accountable for identifying and communicating potential problems at an early stage, liaising with non-clinical and clinical colleagues at all levels.
- Co-ordinate annual leave to ensure adequate staffing levels are maintained at all times, escalating any shortfalls/problems to the Administration Manager.
- Give advice and support to staff in relation to Freedom of Information, patient confidentiality in accordance with current legislation.
- To work closely with other members of the multi-disciplinary team to ensure the best possible service is provided.
- Responsible for ensuring validation of patient episodes is completed to a high standard including Choose and Book on a daily basis.
- Supervise the timely outcome of clinics
- Alert Admin/Service Manager of any capacity, Choose & Book/ASI issues
- Set up ad-hoc clinics and delete clinics as advised by administration manager
- Responsible for setting up clinics, ensuring attachment to the correct clinic code.
- Facilitate room bookings
- Manage sickness, including return to work interviews and assisting with recruitment, local induction and mandatory training.
- Responsible for conducting appraisals.

Working for our organisation

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career

Sexual Health Services provide services in many locations throughout Nottinghamshire. We provide a comprehensive contraception and sexual health service to a multicultural community of all ages.

Our services are highly confidential and of a very sensitive nature and therefore our staff must be able to reflect this. You will need to work between the City Hospital Campus and Victoria Health Centre throughout the week along with Community clinics as necessary.

Detailed job description and main responsibilities

Please see the attached the Job Description and Person Specification for key duties and responsibilities

Person specification

Training and Qualifications

Essential criteria
- Educated to GCSE standard with passes at grade C or above for English and Maths or similar through vocational training
- Excellent IT and keyboard skills

Desirable criteria
- NVQ Level 4 or equivalent

Experience

Essential criteria
- Proven experience of working within a clerical environment
- Experience of Microsoft office and knowledge and experience of Medway PAS, Notis
- Proven experience of supervising a team

Desirable criteria
- Experience of working with a multi-disciplinary team

Communication and Relationship skills

Essential criteria
- Must be able to clearly and accurately convey information verbally to different audiences including patients, GPs, Medical PAs, Consultants, Managers, hospital admin & clinical staff
- Must be able to communicate with a wide range of healthcare professionals at different levels of seniority
- Excellent communication and customer care skills.

Analytical and Judgement skills

Essential criteria
- Use judgement and decision making skills
- Displays initiative
- Must have a full understanding of the Data Protection Act 1998 and be fully conversant with pat

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