BMTCT Administrative Operations Supervisor

3 weeks ago

Southampton, Southampton, United Kingdom University Hospital Southampton NHS Trust Full time

Position Overview

University Hospital Southampton NHS Foundation Trust is pleased to present an exceptional opportunity to join our team.

Eligibility Criteria

This position is exclusively available to candidates within the Hampshire & Isle of Wight NHS system.

Role Responsibilities

The successful candidate will oversee and coordinate the administrative functions for the Blood and Marrow Transplant & Cellular Therapy (BMTCT) office. This position requires effective communication and collaboration across the Wessex Blood and Marrow Transplant & Cellular Therapy programme. Efficient management of the office is crucial for delivering outstanding patient care, ensuring that our clinical teams receive the necessary support.

Desired Qualifications

  • Proven experience in a dynamic office setting with the ability to engage with diverse individuals and scenarios.
  • Strong telephone etiquette and confidence in handling inquiries are essential.
  • Attention to detail and the capacity to take initiative are highly valued.
  • Proficient literacy and numeracy skills, along with the ability to perform under pressure to meet deadlines.
  • A foundational understanding of medical terminology is preferred.

About Our Organization

The Wessex Bone Marrow Transplant (WBMTCT) Programme at UHS is a premier institution in stem cell transplantation, recognized for its innovative approaches to patient care.

As one of the largest acute teaching Trusts in England, we provide numerous learning and development opportunities to help you achieve your career aspirations. Employees at UHS can benefit from various NHS discounts, a minimum of 35 days of paid leave (pro rata), and a comprehensive pension scheme.

Southampton is a desirable location for both living and working, situated on the southern coast, with convenient access to an international airport and direct train services to major cities. The New Forest National Park and the stunning beaches of the Jurassic coast are also nearby, offering a balanced lifestyle with living costs significantly lower than in major metropolitan areas.

Key Duties

  • Lead a team of administrative professionals.
  • Ensure the seamless operation of the patient journey by implementing coordinated and efficient administrative processes tailored to individual patient needs.
  • Provide support for other Team Leaders to maintain a consistent and effective administrative service.

General Responsibilities

  • Manage direct reports, including recruitment, retention, attendance, performance evaluations, and annual reviews.
  • Prepare duty rosters to ensure adequate cross-cover arrangements for a responsive administration service.
  • Distribute workload equitably among teams, ensuring flexibility to meet patient and clinical team requirements.
  • Monitor team performance against targets, including national waiting list benchmarks and high-quality, patient-centered services.
  • Authorize staff timesheets and expense claims in accordance with Trust policies.
  • Ensure all team members are adequately trained and proficient in relevant electronic systems and standard operating procedures. Facilitate ongoing training and development as needed.
  • Set and communicate expectations for customer service standards, ensuring all staff adhere to these guidelines.
  • Handle inquiries from patients, caregivers, colleagues, and external organizations with professionalism, maintaining accurate records and taking timely action.
  • Update patient information promptly, ensuring electronic records are current.
  • Manage the processing of confidential patient-related documentation with care and accuracy.

For further details, please refer to the complete job description and person specification.

Qualifications and Experience

Essential

  • NVQ Level 4 or equivalent experience with a solid understanding of various administrative procedures, including non-routine tasks.
  • Educated to GCSE (or equivalent) level, with a passing grade in English and Mathematics.
  • Experience in administration within a customer-focused environment.
  • Ability to address non-routine and complex issues, including resource allocation and staff management.
  • Competence in drafting correspondence from incomplete instructions.
  • Experience in conducting training sessions.

Desirable

  • Previous experience in an acute hospital environment.
  • Proficiency in using ESR and Healthroster systems.
  • Experience in supervisory or office management roles.

Trust Values

Essential

  • Patients First
  • Always Improving
  • Working Together

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