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Dorset HealthCare University NHS Foundation Trust

Outpatients Administration Team Supervisor

The closing date is 18 August 2025

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Job summary

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.

Details

Date posted

01 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£16,491 to £18,097 a year p.a.

Contract

Permanent

Working pattern

Part-time

Reference number

152-C130.25A

Job locations

Swanage Hospital (and covering Wareham Hospital)

Queens Road

Swanage

BH19 2ES


Job description

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 dhc.wideningparticipation@nhs.net

Job description

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 dhc.wideningparticipation@nhs.net

Person Specification

Knowledge, skills and training

Essential

  • 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

Essential

  • 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.

Desirable

  • Experience of working in an outpatient environment.
  • Change Management skills.

Mangerial/supervisory experience

Essential

  • 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

Essential

  • Experience of procurement and ordering systems.

Personal qualities/attributes

Essential

  • 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.

Desirable

  • Evidence of demonstrating the Trust's values and behaviours

Additional requirements

Essential

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

Knowledge, skills and training

Essential

  • 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

Essential

  • 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.

Desirable

  • Experience of working in an outpatient environment.
  • Change Management skills.

Mangerial/supervisory experience

Essential

  • 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

Essential

  • Experience of procurement and ordering systems.

Personal qualities/attributes

Essential

  • 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.

Desirable

  • Evidence of demonstrating the Trust's values and behaviours

Additional requirements

Essential

  • 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 details

Employer name

Dorset HealthCare University NHS Foundation Trust

Address

Swanage Hospital (and covering Wareham Hospital)

Queens Road

Swanage

BH19 2ES


Employer's website

https://www.dorsethealthcare.nhs.uk/work-for-us (Opens in a new tab)

Employer details

Employer name

Dorset HealthCare University NHS Foundation Trust

Address

Swanage Hospital (and covering Wareham Hospital)

Queens Road

Swanage

BH19 2ES


Employer's website

https://www.dorsethealthcare.nhs.uk/work-for-us (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Outpatient Admin Manager

Nick Acres

n.acres@nhs.net

07500087773

Details

Date posted

01 August 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£16,491 to £18,097 a year p.a.

Contract

Permanent

Working pattern

Part-time

Reference number

152-C130.25A

Job locations

Swanage Hospital (and covering Wareham Hospital)

Queens Road

Swanage

BH19 2ES


Supporting documents

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