Supervisor - Outpatients (XN03)

NHS; Leeds; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading health service provider in Leeds is looking for an enthusiastic administrator to supervise the outpatient administration team. The successful candidate will train staff, manage patient bookings, and ensure a high standard of service quality. Previous experience in a healthcare setting is preferred, along with strong communication skills and a team-oriented approach. This role offers comprehensive training and opportunities for professional development.

Benefits

Professional development opportunities

Comprehensive training provided

Qualifications

• Experience at supervisory/senior level in a health care environment.
• Experience in working in a customer focused environment.
• Well-developed knowledge of using various IT applications.

Responsibilities

• Supervise, train and develop administration staff.
• Respond to telephone enquiries and manage bookings effectively.
• Ensure compliance with Trust procedures and policies.

Skills

Excellent communication skills

Ability to supervise staff

Team player

Flexibility

Education

GCSE (or equivalent) English Language and Mathematics grade C or above

Supervisory certificate

Tools

Patient Administration System (PAS)

Microsoft Windows applications

Job description

Wehave an exciting opportunity within the Sleep and Non Invasive ventilationservice for positive and enthusiastic people to join our existing OutpatientAdministration team based at St James' Hospital. You will be joining a friendly, supportiveteam of administration staff, secretaries, doctors and nurses.

Weare looking for friendly, flexible, and self-motivated individuals who areable to work in a fast paced environment. It would be an advantage ifcandidates possess supervisory skills, excellent communication andadministrative skills and be able to work as part of a team, as well as beingable to use their own initiative and work to deadlines. The post holders willbe required to manage/supervise other members of the administrative teamalong with their training/development and informal attendance management.

Itis essential that the post holder has previous experience dealing withmembers of the public in a working environment and preferably within ahealthcare setting. Experience ofworking in a patient administration area and PAS (Patient AdministrationSystem) would be an advantage.

Afull programme of training and induction will be given along with theopportunities for professional development in a supportive environment.

Pleasecontact Joanne Carter Assistant Patient Services Co-Ordinator or Lauren GillPatient Services Co-Ordinator on 0113 2066013.

Expected ShortlistingDate

09/10/2025

Planned InterviewDate

20/10/2025

Main duties of the job

Tosupervise, train and develop administration staff within the Centre.

Ensure booking of patients isadministered effectively and to the benefit of the patients.

Ensure that all new patents arebooked within Trust target times.

Undertake the process of Validationand monitoring of waiting times.

Day to day management ofadministration staff including monitoring attendance.

Respond to telephone enquiries in apolite and helpful manner, taking responsibility for returning any follow upcalls.

Preparation of documentation tosupport delivery of outpatient clinics.

Obtain necessary information forpatients attending clinics as required.

Provide cover and reception clinicsas allocated in a friendly and efficient manner

Obtain complete information foreach patient attendance and record any changes onto the PatientAdministration System in a timely and accurate way.

Action post and generalcorrespondence on a daily basis.

About us

Comeand join our team in Leeds and become part of The Leeds Way sharing ourvision and values. Our Trust is recognised for our staff engagement, greatcare and rated GOOD by the Care Quality Commission.

LeedsTeaching Hospitals NHS Trust is one of the largest acute health providers inthe UK and based in one of the fastest growing and vibrant cities in thenorth.

AtCardio-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 partof what make us different from other trusts, so we see this as a strength, aswell as a responsibility. They have been developed by our staff and set outwhat they see as important to how we work.Our five values are:

Accountable

Empowered

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

Job responsibilities

PRINCIPALDUTIES & AREAS OF RESPONSIBILITY

StaffSupervision

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

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

To be actively involved in therecruitment process.

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

Train and supervise members of staffin all aspects of patient administration service and exceptional customerservice, motivating, improving performance and promoting team values toachieve required outcomes. Contributeto the identification and planning of development needs for the team andindividuals.

Contribute to the assessment ofstaff performance against objectives and be responsible for the performancedevelopment reviews of individuals. Ona day to day basis support individual learning and development.

ServiceManagement

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

Ensure the appointment pathways aremanaged in accordance with Trust and Patient Access Policies and withinspecialty guidelines.

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

Ensure investigation results receivemedical 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 closecooperation is developed with other departments and agencies.

Undertake monitoring of performanceto ensure high quality service delivery.

Respond effectively to telephonecommunications in a polite and helpful manner, observing the need fordiscretion and courtesy. Takeresponsibility for returning any follow-up calls as necessary.

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

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

Anyother duties, which may be required as determined by the OutpatientCo-ordinator or the Outpatient Site Manager.

Person Specification

Qualifications

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

Experience

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

Skills and Behaviours

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

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.