Supervisor - Outpatients

NHS

  • Leeds
  • £24,937-26,598 per year
  • Permanent
  • Full-time
  • 1 day ago
The Referral and Booking Service department comprises of small teams working within specialities, they have the responsibility for registration and booking of patients for Outpatient appointments at the Leeds Teaching Hospital NHS Trust.The post holder will be required to maintain and provide a patient focused confidential, efficient and accurate administration service in line with the procedures set out in the Trusts Policies and Procedures.The post holder will be required to coordinate the day-to-day activities of a busy patient administration team of clerical staff, you must have the ability to organise and motivate their team to deliver targets and be able to adhere to the Leeds Way Values of delivering a Patient Centred, Collaborative, Empowered, Accountable and Fair work environment.The post holder must have proven supervisory skills and techniques, and must be able to carry out Personnel duties for the team, including recording Personnel information and have the ability to meet with staff in regards to various Human Resources procedures.You may be required to work cross site within Leeds Teaching Hospital.The successful candidate will be required to work Monday to Friday- 37.5 hours a week with a possibility of weekend cover and some 7pm finish times.Main duties of the jobThe Post-holder will be responsible for supervising on a day to day basis a large team of clerical staff responsible for the day to day running/Supervisory role of the Referral and Booking Service. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical and nursing staff, other patient administration colleagues and other outside agencies in addition to other departments throughout the Trust.The post holder will assist in the organisation of the Departmental teams workload and provide a comprehensive clerical service to ensure the delivery of a coordinated and consistent operational management service.About usOur 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.All our actions and endeavours will be guided and evaluated through these valuesAdditionally the following are core values which relate specifically to this post:The post-holder is expected to be honest, fair and consistent in their approach and to accept responsibility for ones own achievements, acts and omissions.Respect confidentiality in line with National, Trust and local policies and guidelines.A positive and professional attitude.Committed to providing the highest quality of administrative support.To promote, support and work towards the delivery and achievement of the Trusts and departments objectives.Maintain and improve quality of service.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.DetailsDate posted02 September 2025Pay schemeAgenda for changeBandBand 3Salary£24,937 to £26,598 a year subject to the pay awardContractPermanentWorking patternFull-time, Flexible workingReference numberC9298-OPD-0074AJob locationsSt. James's University HospitalBeckett StreetLeedsLS9 7TFJob descriptionJob responsibilitiesThe Post-holder will be responsible for supervising on a day to day basis a large team of clerical staff responsible for the day to day running/Supervisory role of the Referral and Booking Service. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical and nursing staff, other patient administration colleagues and other outside agencies in addition to other departments throughout the Trust.The post holder will assist in the organisation of the Departmental teams workload and provide a comprehensive clerical service to ensure the delivery of a coordinated and consistent operational management service.Provide day to day supervision of clerical staff, monitoring staffing levels on a daily basis and adjusting when and where necessary to provide appropriate staff cover.Be involved in the recruitment and retention of the clerical staff ensuring that all new staff receive an appropriate induction and training to enable them to carry out their duties.Supervise and train members of the clerical team in all aspects of Patient Administration and customer service, including the allocation of work on a daily basis and the reviewing of work performance and progress.Along with the Outpatient Co-ordinator ensure clerical staff receive full briefings on current developments and be actively involved in staff meetings.Exercise safekeeping of office equipment, including data held on the computer, work stations and any other equipment used.The Trust requires that all members of staff are appraised on a yearly basis and the post holder will be responsible for the appraisals for the allocated team members.The post holder will be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages.The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.Job descriptionJob responsibilitiesThe Post-holder will be responsible for supervising on a day to day basis a large team of clerical staff responsible for the day to day running/Supervisory role of the Referral and Booking Service. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical and nursing staff, other patient administration colleagues and other outside agencies in addition to other departments throughout the Trust.The post holder will assist in the organisation of the Departmental teams workload and provide a comprehensive clerical service to ensure the delivery of a coordinated and consistent operational management service.Provide day to day supervision of clerical staff, monitoring staffing levels on a daily basis and adjusting when and where necessary to provide appropriate staff cover.Be involved in the recruitment and retention of the clerical staff ensuring that all new staff receive an appropriate induction and training to enable them to carry out their duties.Supervise and train members of the clerical team in all aspects of Patient Administration and customer service, including the allocation of work on a daily basis and the reviewing of work performance and progress.Along with the Outpatient Co-ordinator ensure clerical staff receive full briefings on current developments and be actively involved in staff meetings.Exercise safekeeping of office equipment, including data held on the computer, work stations and any other equipment used.The Trust requires that all members of staff are appraised on a yearly basis and the post holder will be responsible for the appraisals for the allocated team members.The post holder will be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages.The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.Person SpecificationSkills and BehavioursEssential
  • Awareness of the NHS Plan and Modernisation Plans.
  • Fair, honest and consistent in their approach.
  • Diplomatic, self-motivated and enthusiastic with a professional attitude.
  • Communicate sensitively and effectively.
  • A good team player, with the ability to work flexibly in a diverse and demanding environment.
  • Demonstrate the ability to work within local guidelines for
  • Computer literacy and willingness to further computer skills.
  • Standard Keyboard Skills
Desirable
  • Understanding of the Outpatient Management Policy and other policies in use at the Trust
  • Ability to use the Trusts Patient Administration system.
ExperienceEssential
  • Experience coordinating / supervising a team of clerical staff.
  • Experience of working in an office environment. (This includes work experience at school or college)
  • A willingness to undergo training to carry out the job.
Desirable
  • Experience working with patients in an administrative environment.
  • Demonstrate previous experience of training to carry out a job.
  • Demonstrate previous experience of training others.
QualificationsEssential
  • Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
Desirable
  • Minimum of 5 GCSE, NVQ or the equivalent qualifications.
Person SpecificationSkills and BehavioursEssential
  • Awareness of the NHS Plan and Modernisation Plans.
  • Fair, honest and consistent in their approach.
  • Diplomatic, self-motivated and enthusiastic with a professional attitude.
  • Communicate sensitively and effectively.
  • A good team player, with the ability to work flexibly in a diverse and demanding environment.
  • Demonstrate the ability to work within local guidelines for
  • Computer literacy and willingness to further computer skills.
  • Standard Keyboard Skills
Desirable
  • Understanding of the Outpatient Management Policy and other policies in use at the Trust
  • Ability to use the Trusts Patient Administration system.
ExperienceEssential
  • Experience coordinating / supervising a team of clerical staff.
  • Experience of working in an office environment. (This includes work experience at school or college)
  • A willingness to undergo training to carry out the job.
Desirable
  • Experience working with patients in an administrative environment.
  • Demonstrate previous experience of training to carry out a job.
  • Demonstrate previous experience of training others.
QualificationsEssential
  • Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
Desirable
  • Minimum of 5 GCSE, NVQ or the equivalent qualifications.

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