Outpatient Coordinator

3 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

**Job overview**:
This is an exciting opportunity to join the Ophthalmology team within the Ambulatory Care Division of Nottingham University Hospitals NHS Trust.

We are looking to appoint to the following post;

Outpatient Coordinator - Band 4

37.5 hours per week working 5 days per week Monday - Friday - between the hours of 8am - 6pm. Due to ever increasing demands on our service there will be a need for weekend working in the near future.

In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.

**Main duties of the job**:
The post holder will coordinate the day to day supervision of the outpatient clinics and line management of the admin teams.

The role includes working closely with the department Service Managers and a wider multi disciplinary team to ensure the quality service

The post holder will also be responsible for overseeing the booking of patient appointments, ensuring referrals are dealt with in a timely manner and that targets are met. You will also be responsible for managing clinic cancellations and reductions in clinical activity

**Working for our organisation**:
The outpatient service is provided across two floors of the Eye, Ear Nose and Throat Centre at the QMC and provides outpatient services to 120,000 patients each year, due to the current climate the way we deliver this service is continually evolving.

**Detailed job description and main responsibilities**:
Coordinate the day to day running of the Eye Outpatient Department

Be responsible for the line management of all outpatient administration staff

Ensure Referral to treatment patient data quality is accurate at all times.

Oversee the booking of all follow up appointment and arranging partial booking after clinic attendance

Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues

Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.

**Person specification**:
**Commitment to Trust Values and Behaviours**:
**Essential criteria**:

- Must be able to demonstrate behaviors consistent with the Trust’s “We are here for you” behavioral standards

**Training and Qualifications**:
**Essential criteria**:

- Educated to GCSE standard with passes at grade C or above - must include English and Maths
- Excellent IT and keyboard skills

**Experience**:
**Essential criteria**:

- Proven experience of working within a clinical environment
- Proven experience of supervising a team
- Posses a thorough understanding of the patient focused care concept and customer expectation
- Proven experience of waiting list management within the NHS

**Desirable criteria**:

- Experience of working within 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, Consultants, Managers and admin & clerical staff
- The ability to deal with conflict in a diplomatic and tactful manner
- Excellent communication and customer service skills

**Analytical and judgment skills**:
**Essential criteria**:

- Ability to recognise and advise senior managers on operational issues affecting waiting lists, theatre schedules and capacity
- Able to suggest solutions to complex issues

**Planning and organisation**:
**Essential criteria**:

- Demonstrates an ability to organise and manage own work schedule and team effectively
- Ability to manage and implement change

**Other requirements specific to the role**:
**Essential criteria**:

- Remains calm and cooperative under pressure or in difficult or uncertain situations
- Must be able to concentrate for long periods of time, whilst constantly interrupted by telephone calls and face to face queries
- Highly motivated

**Applicant requirements**:

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