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Gynaecology Administration Supervisor

3 months ago

Torquay, Torbay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Job Overview

The Gynaecology Administration Supervisor will be an integral part of a skilled multi-disciplinary team within the patient access center. This role encompasses the effective oversight of a dedicated administrative team within the patient administration service. Adherence to all organizational policies and procedures is paramount, ensuring that patients are treated with the utmost courtesy, dignity, and respect.

Key Responsibilities

  • Manage the gynaecology appointment scheduling team and outpatient reception.
  • This position does not entail budget management responsibilities.
  • Coordinate all gynaecology outpatient appointments across various healthcare settings.
  • Allocate tasks within the team and address any leave requests.
  • Conduct annual performance reviews and one-on-one meetings.
  • Collaborate with clinic management to ensure all clinics are accurately scheduled and operational as required.

About Our Organization

The patient access center for gynaecology operates within the Women's Health Unit. We are responsible for scheduling all gynaecology outpatient appointments across both acute and community healthcare settings. The team consists of a supervisor and several booking clerks/receptionists.

Why Join Us

Job Duties

  • Ensure that patient access and reception staff are well-versed in all administrative policies and procedures, maintaining compliance with the Patient Access Policy.
  • Monitor adherence to all relevant organizational policies and procedures.
  • Attend meetings as necessary and implement any required changes.
  • Address and resolve data quality issues effectively.
  • Participate in the recruitment and selection of new team members.
  • Ensure staff are knowledgeable about the incident reporting process.
  • Monitor Key Performance Indicators and escalate concerns to the Admin Team Leader or Practice Manager.
  • Act on agreed clinical rotas every six weeks.
  • Ensure all incoming calls are handled efficiently and effectively.
  • If referrals are not processed electronically, ensure they are entered into the Patient Information Management System within two working days, notifying Coordinators of any discrepancies.
  • Keep staff informed about current waiting list times.
  • Monitor waiting list and Patient Tracking List information, taking appropriate action to address issues and ensure compliance with Referral To Treatment targets.
  • Ensure clinics are fully booked.
  • Ensure that new and follow-up patients are scheduled according to specific clinical booking guidelines and that they receive timely notifications of their appointments.
  • Liaise with the Admin Team Leader or Practice Manager when clinic capacity is insufficient to meet national booking targets.
  • Ensure all new staff undergo a comprehensive local induction process.
  • Maintain clear and concise communication with patients and staff, addressing any complaints promptly.

Candidate Profile

Essential Qualifications

  • A good standard of education, including GCSEs in Maths and English or equivalent.
  • Experience in customer service with a focus on delivering a high-quality service.
  • Proven administrative and secretarial experience.
  • Proficiency in using Excel spreadsheets.
  • Familiarity with administrative procedures and systems, including problem-solving and query resolution.
  • Ability to work collaboratively within a team.
  • Flexibility and adaptability to changing work demands.
  • Proficient in using the Internet, Intranet, and email.

Desirable Qualifications

  • NVQ Level 3 in administration or relevant experience.
  • Experience working within multi-skilled teams.
  • Knowledge of patient administrative and information systems.
  • Familiarity with various software packages used in healthcare administration.
  • Previous experience within the NHS.
  • Understanding of hospital policies and procedures, including the Trust Access Policy.