Therapy Services Outpatient Coordinator

2 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 4

**Main area**
- Administration
- **Grade**
- Band 4
- **Contract**
- Secondment: 12 months (Fixed Term)
- **Hours**
- Full time
- **Job ref**
- 164-5324729**Site**
- QMC
- **Town**
- Nottingham
- **Salary**
- £25,147 - £27,596 per annum
- **Salary period**
- Yearly
- **Closing**
- 11/06/2023 23:59Job overview

This is an excellent opportunity for a highly experienced current Band 3 or other administrator with experience of taking the lead in their own teams to coordinate activities and meet objectives

The Outpatient Co-Ordinator ensures the efficient scheduling of patients’ outpatient appointments on behalf of the Therapy & Rehabilitation Directorate Outpatient Services and within NHS target guidelines, escalating issues to the A&C Service Manager as appropriate. Support will be provided to the Service Manager which includes the day to day management and supervision of a small administration team. The post holder will ensure all staff are inducted and provided with appropriate on-the-job training in Trust and departmental policies and procedures, and support new and temporary members of staff, monitoring progress and initiating corrective action where necessary.

Main duties of the job

The post holder will be responsible for the day to day supervision of the outpatient clinics and line management of outpatient administration team at QMC and will work closely with our City Outpatient Co-Ordinator and Service Manager within the department 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 clinical staff absences.

In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values and behaviours.

Working for our organisation

The Therapies & Rehabilitation Service Outpatient A&C Team is part of the Therapies and Rehabilitation Services directorate, which is one of the pathways that together make up the Clinical Support Division at NUH. We are a diverse pathway of AHPs and support staff, employing over 700 staff who work together to deliver the high quality care we aspire to. The Pathway is made up of our HCPC registered AHP professionals comprising of physiotherapists, dietitians, occupational therapists, orthotists, prosthetists and speech and language therapists, as well as our other staff encompassing professions such as nurses, psychologists, administrative and clerical and support workers.

Detailed job description and main responsibilities

In addition to the below, please ensure you read and familiarise yourself with the accompanying job description and person specification documents

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.

In collaboration with the Service Manager to manage the waiting lists on a day-to-day basis and to ensure that all appointments are provided in keeping with all national waiting time guarantees so that waiting list/times and targets are met.

Participate in planning initiatives to increase capacity where required working with the Service Manager to manage demand and capacity.

Support the Service Manager in the production of Performance and Annual Reports and other documents, e.g. collating and formatting material.

Support the Service Manager with staff management including absence management and pay.

To organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking travel, accommodation, suitable venues and ordering refreshments.

To maintain information systems to support the Service Manager and Lead Clinicians; such as circulation lists, regular meeting dates and venues, etc.

To demonstrate confidence and professionalism at all times when dealing with people.

To type correspondence, reports, agendas and minutes, ensuring confidentiality at all times.

To take notes and minutes at meetings as required picking out key points from the discussions. To develop a good understanding of management processes in order to minute effectively.

To ensure that all necessary files and correspondence are available for meetings and other appointments. The post holder will need to maintain an awareness of ongoing issues and events in order to link appropriate papers and to ensure that outstanding actions are notified to the Service Manager and Lead Clinicians prior to meetings.

Manage and maintain various filing systems.

Recording and communicating absences within the Unit.

To order via e-procurement all non stock goods for the Unit and ensure a

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