Supervisor - Outpatients (XN03)

NHS; Leeds; On-site; GBP 24,000 - 27,000; Full time

Job summary

A healthcare organization in the UK is seeking an enthusiastic administrative supervisor to join their outpatient team at St James' Hospital, Leeds. The role involves managing day-to-day activities, supervising staff, and ensuring efficient patient bookings. Candidates should have supervisory experience in a healthcare setting and excellent communication skills. This position offers opportunities for professional growth within a supportive team. Salary ranges from £24,937 to £26,598 annually for a full-time permanent contract.

Benefits

Training and induction program

Professional development opportunities

Qualifications

• Experience in a supervisory role within a healthcare environment is essential.
• Strong experience working in a customer-focused environment.
• Ability to undergo training and develop skills.

Responsibilities

• Supervise and develop administration staff within the Centre.
• Manage patient bookings effectively according to Trust protocols.
• Coordinate day-to-day activities and maintain communications among staff.

Skills

Excellent communication skills

Team player

Confidentiality and data protection awareness

Education

GCSE English Language and Mathematics grade C or above

Basic computer literacy

Tools

Trust Patient Administration System

Job description

Job summary

Expected Shortlisting Date

31/12/2025

Planned Interview Date

08/01/2026

We have an exciting opportunity within the Sleep and Non Invasive ventilation service for positive and enthusiastic people to join our existing Outpatient Administration team based at St James' Hospital. You will be joining a friendly, supportive team of administration staff, secretaries, doctors and nurses.

We are looking for friendly, flexible, and self‑motivated individuals who are able to work in a fast paced environment. It would be an advantage if candidates possess supervisory skills, excellent communication and administrative skills and be able to work as part of a team, as well as being able to use their own initiative and work to deadlines. The post holders will be required to manage/supervise other members of the administrative team along with their training/development and informal attendance management.

It is essential that the post holder has previous experience dealing with members of the public in a working environment and preferably within a healthcare setting. Experience of working in a patient administration area and PAS (Patient Administration System) would be an advantage.

A full programme of training and induction will be given along with the opportunities for professional development in a supportive environment.

Please contact Lauren Gill Patient Services Co‑Ordinator on 0113 2066013.

Main duties of the job

To supervise, train and develop administration staff within the Centre.

Ensure booking of patients is administered effectively and to the benefit of the patients.

Ensure that all new patents are booked within Trust target times.

Undertake the process of Validation and monitoring of waiting times.

Day to day management of administration staff including monitoring attendance.

Respond to telephone enquiries in a polite and helpful manner, taking responsibility for returning any follow up calls.

Preparation of documentation to support delivery of outpatient clinics.

Obtain necessary information for patients attending clinics as required.

Provide cover and reception clinics as allocated in a friendly and efficient manner.

Obtain complete information for each patient attendance and record any changes onto the Patient Administration System in a timely and accurate way.

Action post and general correspondence on a daily basis.

Ensure departmental stationary stock levels.

About us

Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north.

At Cardio‑Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of 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

Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.

Details Date posted: 05 December 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,937 to £26,598 a year

Contract: Permanent

Working pattern: Full‑time

Reference number: C9298‑CRS‑322

Job locations

St. James' University Hospital

Beckett Street

Leeds

LS9 7TF

Job description

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Staff Supervision

Coordinate the day to day activities of a team of clerical officers.

To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.

To be actively involved in the recruitment process.

Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.

Train and supervise members of staff in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.

Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.

Service Management

Be responsible for the implementation of Trust procedures and protocols within the department.

Ensure the appointment pathways are managed in accordance with Trust and Patient Access Policies and within specialty guidelines.

Ensure that information on the Trust Patient Administration System is recorded in an accurate and timely manner.

Ensure investigation results receive medical acknowledgement in a timely manner.

To be receptive to and assist in, the development and introduction of new ways of working.

Ensure that joint working and close cooperation is developed with other departments and agencies.

Undertake monitoring of performance to ensure high quality service delivery.

Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy. Take responsibility for returning any follow‑up calls as necessary.

Support the induction process for all new clerical officers and work with the Outpatient Coordinator to develop refresher programmes/updates for existing staff.

Respect patient Confidentiality and be aware of the Data Protection Act and Caldicott Guidelines.

Any other duties, which may be required as determined by the Outpatient Co‑ordinator or the Outpatient Site Manager.

Person Specification

Skills & behaviours

• Essential: Excellent communication skills with the ability to communicate sensitively and effectively
• Essential: A good team player, with the ability to work flexibly in a diverse and demanding environment.
• Essential: To provide a high standard confidential, effective and accurate administration service
• Desirable: Knowledge, experience and ability to use the Trusts Patient Administration system

Qualifications

• Essential: GCSE (or equivalent) English Language and Mathematics grade C or above
• Essential: Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
• Essential: A willingness to undergo training to carry out the job.
• Essential: Basic computer literacy and willingness to further computer skills.
• Desirable: Supervisory certificate

Experience

• Essential: Experience at supervisory/senior level in a health care environment
• Essential: Well‑developed knowledge and experience of using a variety of IT applications in a Windows based environment.
• Essential: Experience in working in a customer focussed environment
• Desirable: Demonstrate previous experience of training to carry out a job
• Desirable: Demonstrate previous experience of training others

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 details

Employer name: Leeds Teaching Hospitals

Address: St. James's University Hospital, Beckett Street, Leeds, LS9 7TF

Employer's website: https://www.leedsth.nhs.uk/