Administrative Operations Supervisor

3 weeks ago

Exeter, Devon, United Kingdom Chime Social Enterprise CIC Full time

Position Overview

The Administrative Operations Supervisor plays a crucial role in the effective management of the administrative team, ensuring that all documented procedures, workflows, and reference materials are consistently updated to enhance operational efficiency and precision.

In this position, you will lead a dynamic and supportive team that provides essential administrative assistance to the Audiology department. Responsibilities include managing incoming communications, facilitating patient check-ins, addressing email inquiries, and aiding with medically related forms. You will supervise the handling of incoming referrals, maintain waiting lists, schedule appointments, and engage with patients, healthcare professionals, and various hospital departments on a daily basis.

This role is for a full-time position requiring a commitment of five days per week, with the possibility of occasional weekend work to address staffing needs.

Compensation: BAND 4 £25,147 (pro rata)

Key Responsibilities

The primary responsibility of the Administrative Operations Supervisor is to ensure effective communication within the team and timely responses to all incoming inquiries and internal requests.

- Evaluate and enhance the tasks and processes performed by the team to maximize efficiency.

- Monitor waiting lists and ensure the dissemination of new or updated protocols, processes, and reference materials to the team.

- Ensure the seamless operation of reception duties across multiple sites and the call center service.

- This position requires the individual to be present on-site at all times, with the option to work remotely one day per week once fully trained.

About Chime Social Enterprise CIC

As a social enterprise, Chime provides its staff with the unique opportunity to enhance their work environment while significantly influencing the delivery of audiology services in the community. We prioritize optimizing our budget to ensure high-quality services that remain accessible to patients of all ages.

We are committed to delivering an efficient and innovative service to our patients and are eager to expand our team with individuals who share our vision and values.

We Offer:

  • A collaborative and supportive work environment.
  • Access to Perkbox, providing a wide range of discounts.
  • Complimentary life insurance.
  • NHS Pension scheme.
  • Opportunities to engage in employee-led initiatives that shape our services.
  • The chance to work with a vibrant team.

Our Values:

We encourage applications from candidates who align with our core values:

- C = Collaboration - working together to achieve optimal outcomes.

- H = Holistic - understanding the broader implications of our interactions.

- I = Innovative - embracing new opportunities to fulfill our mission.

- M = Motivated - dedicated to delivering our best in every situation.

- E = Excellence - striving for the highest quality of service.

Additional Responsibilities

- Supervise the operations support team.

- Foster an environment where you serve as the primary contact for all inquiries, alleviating the workload of the operations support manager.

- Oversee daily operations of the team, ensuring priorities are identified and addressed effectively.

- Analyze patient workflows to identify and implement ongoing efficiencies, while managing waiting lists and reporting on current status.

- Update departmental documents, including protocols, reference guides, and policies.

- Enhance patient access to services by simplifying processes from their perspective.

- Aim for a patient satisfaction score exceeding 95% in your area.

- Participate in the recruitment and selection of administrative staff as needed.

- Conduct performance reviews and address initial stages of performance management issues.

- Ensure measurable outcomes that demonstrate the operations support team's effectiveness.

- Provide coverage for operations support administrators as necessary to maintain service continuity.

- Communicate effectively with patients with hearing difficulties using appropriate methods.

- Ensure reception duties are performed correctly across multiple sites.

- Monitor and analyze patient requests, queries, and complaints to identify potential process improvements.

- Oversee the booking of interpreters for patient appointments as required.

- Train new members of the patient support team.

- Collaborate regularly with the scheduling team to meet clinic needs promptly.

- Contribute to a positive, collaborative, and holistic work environment.

- Perform any other duties as requested by management that align with the role's responsibilities.

Health and Safety:

- Responsible for ensuring personal and team health and safety in accordance with Chime's Health & Safety Policy.

This job description will be reviewed periodically to ensure alignment with departmental objectives.

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