Supervisor - Outpatients (Xn03)

2 months ago

Leeds, United Kingdom Leeds Teaching Hospitals Full time

**1. JOB DETAILS Job Title**: Supervisor - Outpatients Reports to: Assistant Patient Services Coordinator Accountable to: Patient Services Co-ordinator Band: Band 3 Unit/Department: Leeds Dental Institute CSU Location: All departments AFC Job No: 722b 2. JOB PURPOSE The Post-holder will be responsible for supervising on a day to day basis a large team of clerical staff responsible for the preparation and reception of outpatient clinics held in the Leeds Dental Institute CSU. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical and nursing staff, other patient administration colleagues and other outside agencies in addition to other departments throughout the Trust.

The post holder will assist in the organisation of the Departmental teams workload and provide a comprehensive clerical service to ensure the delivery of a coordinated and consistent operational management service. 3. JOB DIMENSIONS Provide day to day supervision of clerical staff, monitoring staffing levels on a daily basis and adjusting when and where necessary to provide appropriate staff cover. Be involved in the recruitment and retention of the clerical staff ensuring that all new staff receive an appropriate induction and training to enable them to carry out their duties.

Supervise and train members of the clerical team in all aspects of Patient Administration and customer service, including the allocation of work on a daily basis and the reviewing of work performance and progress. Along with the Assistant Patient Services Co-ordinator ensure clerical staff receive full briefings on current developments and be actively involved in staff meetings. Exercise safekeeping of office equipment, including data held on the computer, work stations and any other equipment used. The Trust requires that all members of staff are appraised on a yearly basis and the post holder will be responsible for the appraisals for the allocated team members.

The post holder will be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages. The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality 4. ORGANISATIONAL CHART Assistant Patient Service Coordinator > Outpatient Supervisor > Clerical Officer / Receptionist 5. KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED Knowledge An ability to effectively implement, and reinforce where necessary, Trust policies, hospital practices and procedures associated with the role of the office manager which require specialist knowledge.

Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members. Prioritise own workload and that of the team, work under pressure, multi-task and be aware of, and achieve, time deadlines. An ability to train staff, including temporary staff, as required and to monitor progress on a continuing basis. Highly developed interpersonal skills with the ability to exchange confidential, sensitive or contentious information clearly and effectively at all levels, i.e.

patients, relatives, colleagues and health professionals, within the Trust and externally. An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems. The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients and their families. To be adaptable and flexible.

Must be tactful and diplomatic. Knowledge and experience of using a Patient Administration system. The ability to affectively facilitate a team of clerical staff to deliver against deadlines. Experience Experience at supervisory/senior level in a health care environment.

Qualifications GCSE (or equivalent) English Language and Mathematics grade C or above. 6. THE LEEDS WAY VALUES Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work.

**Our five values are**: Patient-centred Collaborative Fair Accountable Empowered All our actions and endeavours will be guided and evaluated through these values Additionally the following are core values which relate specifically to this post: The post-holder is expected to be honest, fair and consistent in their approach and to accept responsibility for ones own achievements, acts and omissions. Respect confidentiality in line with National, Trust and local policies and guidelines. A positive and professional attitude. Committed to providing the highest quality of administrative support.

To promote, support and work towards the delivery and achievement of the Trusts and departments ob

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