Outpatient Coordinator

2 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 4

**Main area**
- Maternity
- **Grade**
- Band 4
- **Contract**
- Permanent
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164- 4826496**Site**
- Across both campus
- **Town**
- Nottingham
- **Salary**
- £23,949 - £26,282 per annum
- **Salary period**
- Yearly
- **Closing**
- Today at 23:59Job 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, 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.

Main duties of the job

In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert
- 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.
- Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
- Identify appropriate training for staff, to facilitate improved performance and personal career development in accordance with Trust policy/procedures.
- Co-ordinate annual leave to ensure adequate staffing levels are maintained at all times, escalating any shortfalls/problems to the Administration Manager.

Working for our organisation

Maternity service at Nottingham University Hospital sees approx 8000 babies born a year. The Antenatal clinic is a busy department with clinic’s and scan appointments running Monday to Friday between the hours of 8 am and 6 pm. We have a team of receptionists / admin across both City and QMC, however you will be working along site Midwifes, Consultants, Radiologists and many other colleagues. You will be required to work cross site.

Annual Leave starts at 27 days a year plus bank holidays.

Detailed job description and main responsibilities
- 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.
- Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
- Identify appropriate training for staff, to facilitate improved performance and personal career development in accordance with Trust policy/procedures.
- 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.
- Responsible for management of KPI’s to support delivery of Trust Access Targets in line with departmental SOP’s.
- 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, advice and guidance /ASIs
- Responsible for cancelling/reducing clinics in response to medical staff absences.
- 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 clinic waiting lists for partial booking, ensuring attachment to the correct clinic code.
- Transfer clinic sessions to another Consultant
- Facilitate room bookings
- Receive and forward all NHS.net requests
- Responsible for the daily report from CCG and update referral dates for CAS services
- Manage sickness, including return to work interviews and assisting with recruitment, local induction and mandatory training.
- Responsible for conducting appraisals.
- Undertake any other duties which may be reasonably required.

Person specification

Training and Qualifications

Essential criteria
- Educated to GCSE standard with passes at grade C or above for English and Math or simil

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