Outpatients Administration Team Supervisor

Integrated Care System; Swanage; On-site; GBP 25,000 - 30,000; Part time

Job summary

A leading community health provider is seeking an Outpatients Administration Team Supervisor for their Swanage and Wareham Hospitals. The role involves line management of outpatient admin staff, ensuring efficient patient appointments, and fostering a supportive team environment. Candidates should have strong customer service and communication skills, along with experience in management and administration. This part-time role offers 22.5 hours per week in a friendly hospital setting.

Benefits

Dynamic working environment

Supportive team atmosphere

Qualifications

• Excellent customer service and communication skills.
• Ability to manage staff and multitask effectively.
• Experience in outpatient environments.

Responsibilities

• Manage the outpatient clinics and reception teams.
• Ensure efficient booking of patient appointments.
• Conduct team training and appraisals.

Skills

Customer service skills

Communication skills

IT proficiency

Analytical skills

Multitasking

Education

NVQ 3 in Customer Service or equivalent

5 GCSE's grades A-C or equivalent

Administrative/Management Qualification

ECDL or other IT qualification

Tools

Microsoft Office

E-Referral system

SystmOne

Job description

Go back Dorset HealthCare University NHS Foundation Trust

Outpatients Administration Team Supervisor

The closing date is 18 August 2025

We have an exciting opportunity for an Outpatient Supervisor to join our administration team at Swanage and Wareham Hospitals. You will be working at two small, friendly community hospitals both with a family atmosphere and staff who put the patients at the heart of everything they do.

We are looking for an enthusiastic and motivated individual to provide line management to the outpatient admin staff and receptionists.

This is a part-time role for 22.5 hours per week split over four or five mornings, ideally starting work at 0800.

You will have excellent customer service skills and will be fully committed to providing a high-quality service to patients, staff and visitors alike. A positive attitude and professional approach is essential, as is the ability to multitask and manage your own workload. Excellent communication skills (both verbal and written) and numeracy skills are essential.

You will be working at two small, friendly community hospitals both with a family atmosphere and staff who put the patients at the heart of everything they do.

Main duties of the job

To manage the outpatient clinics and support our administrators on a day-to-day basis ensuring that the needs of the services are achieved to the required standards.

To ensure patients and all contacts to the service are dealt with in a friendly and professional manner and that their experience is positive.

To drive the delivery of efficient and accurate booking of patient appointments, ensuring all clinics are booked to full capacity.

To manage the reception teams.

To monitor the training needs of the team and conduct appraisals.

To support the Outpatient Admin Manager.

The role is extremely varied and interesting. It will challenge you and provide you with the opportunity to enhance your skills. Being a key member of the team, your day-to-day duties will include managing the outpatient admin team at Swanage and its workload, including scheduling outpatient clinics, processing referrals, booking and rescheduling appointments, liaising with nurses, consultants and their secretaries and completing statistics for the department. In addition you will manage the reception teams at Swanage and Wareham Hospitals. You will be required to work on site at both hospitals.

Applications from candidates that require current Skilled worker sponsorship to work in the UK are unfortunately ineligible to apply for this position.

About us

At Dorset HealthCare we're on a mission to empower people to make the most of their lives through our outstanding, joined-up healthcare services. We're a dynamic, forward-looking Trust, running 12 community hospitals, specialist inpatient facilities and a wide range of integrated community and mental health services for a population of almost 800,000 people.

We do things differently here - it's one of the reasons the CQC rated us 'outstanding' in 2019. It's also why 95% of patients across our services say they have a good or very good experience of our services and 89% of staff feel they can really make a difference. Whether you're looking to work with us in one of our bustling market towns, vibrant urban locations, thriving seaside spots, or among the rolling hills of Dorset, there are lots of ways you can make a difference in our communities.

Our 7,000-strong workforce is at the heart of what we do and our success is a testament to our brilliant people. We're all about building a workplace for the future, we believe in equal opportunities and we celebrate diversity. We're an inclusive workplace, where everyone is welcome, everyone can be authentic, and we are all encouraged to be the best version of ourselves.

Working with us you'll be part of a strong team, challenge yourself, build a career, and teach us what we don't know. And you'll be working towards our vision to be better every day through excellence, compassion and expertise in all we do.

Job responsibilities

For the main duties and responsibilities for this role please read the attached job description and person specification. When completing your application please ensure your supporting statement reflects the criteria set out in these documents by showing how your experience and skills apply to this post.

As part of our vision to have a skilled, diverse and caring workforce, Dorset HealthCare offers support for people getting into work. We offer an employability service to support individuals with application writing, interview skills and other employment support. If you would like or know of anyone who would value this support, please do contact [e-mail]

Person Specification

Knowledge, skills and training

• NVQ 3 in Customer Service or equivalent.
• 5 GCSE's grades A-C or equivalent
• Administrative/Management Qualification.
• ECDL or other IT qualification

Job specific experience

• Good IT skills and demonstrable experience of using a range of MS Office products e.g. word processing, spreadsheet, database and/or presentation software to RSA 3 or equivalent standard
• Ability to communicate effectively with the public and all partner agencies.
• Ability to analyse and present data.
• Experience of using electronic booking/clinical system experience e.g. E-Referral system, SystmOne.
• Experience of working in a busy department in a customer facing role.
• Experience of dealing with complaints.
• Experience of working in an outpatient environment.

Mangerial/supervisory experience

• Experience of leading a team.
• Experience of day-to-day first line management of staff.
• Experience of training others.
• Experience of working to HR procedures including Performance Management Experience, Recruitment and Selection Experience.
• Understanding of changes in the local NHS system including primary care.
• Problem solving and service development skills.

Finance and resources

• Experience of procurement and ordering systems.
• Able to plan, organise and prioritise activities and own workload.
• Willing and able to contribute to team goals/team player.
• Able to exercise good judgement.
• Positive and motivational
• Flexible/Adaptable.
• Ability to use own initiative.
• Ability to work in a challenging environment.
• Evidence of demonstrating the Trust's values and behaviours

Additional requirements

• Demonstrable skills in written and spoken English, adequate to enable the post holder to carry out the role effectively.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Dorset HealthCare University NHS Foundation Trust

Address

Swanage Hospital (and covering Wareham Hospital)

Swanage Hospital (and covering Wareham Hospital)