Job summary
An exciting opportunity has arisen within the Hoxton Diagnostic Hub.
We are looking to recruit an Outpatient Supervisor full time who will oversee Virtual Clinical Services for Glaucoma and Medical Retina directly managing 3 Band 3 clinic coordinators. The supervisor will be responsible for the day to day running of these services ensuring smooth running.
The post will require management of daily clinics ensuring these are within profiles. Key performance indicators are being met whilst ensuring all clinics are actioned
The post also focuses on managing a team, this will include conducting appraisals, weekly 1:1s, leading team meetings, managing sickness and lateness.
Main duties of the job
You will be an integral member of the multidisciplinary team and will provide leadership to the administrative and clerical team.
You will have the ability to work independently as well as part of a multi-disciplinary team. You will be a key member of staff and will be integral to the success of the hospital, thanks to your interactions with both clinical staff and patients. You will manage a team of outpatient clinic coordinators, ensuring that excellent customer service is provided to our patients, and key performance indicators are met.
We are looking for a motivated, enthusiastic person who will adhere to the trust values of caring, organised, excellent and inclusive. In return we can offer training and development, a friendly working environment and high levels of work satisfaction. Alongside all this, there are excellent opportunities for progression within the Trust.
PROBATIONARY PERIOD
This post will be subject to a probationary period of 6 months.
During the probationary period, your suitability for continued employment will be assessed and provided a satisfactory standard is achieved and maintained, your employment will be confirmed. The probationary period may be extended oryour employment terminated either during or at the end of probation, in line with the trust Probationary Policy. For the duration of the probation period, the notice period will be in line with contractual obligations on either side.
About us
Moorefield's is the leading provider of eye health services in the UK and a world-class centre of excellence for ophthalmic research and education. We have a reputation, developed over two centuries, for providing the highest quality of ophthalmic care.Our 2,300 staff are committed to sustaining and building on our pioneering legacy and ensuring we remain at the cutting edge of developments in ophthalmology. If you join us, you will be joining our mission to be the leading international centre in the care and treatment of people with eye disorders, driven by excellence in research and education.As well as doctors and nurses, we employ people in a wide range of careers related to eyes - optometrists, orthoptists, dispensing opticians, and technicians - as well as back office staff in administration, finance, HR and IT.
We have great career development opportunities for staff at all levels, and a range of attractive benefits that include eye care, generous holidays, and an excellent pension scheme.
Job description
Job responsibilities
To have overall management responsibility for any delegated members of the administrative staff, providing leadership and support and ensuring that they are managed in line with the Trust, this includes managing sickness, disciplinary and performance issues for direct reports.
Co-ordinate the work of outpatient clinic co-ordinators on a day to day basis, agreeing priorities with the Assistant Service Manager/ Senior Technician as needed.
Co-ordinate and authorise annual leave requests from outpatient clinic co-ordinators, ensuring sufficient cover for clinics and other outpatient services.
Supervise outpatient clinic co-ordinators within the clerical team, providing support, guidance and training as required.
Monitor and manage sickness / absence within the clerical team according to trust policy, seeking advice from HR and the assistant clinic manager where necessary.
Act as a resource for dealing with immediate problems from outpatient clinic co-ordinators, informing and escalating to the Assistant Service Manager as appropriate.
Deputise for Assitant Service Manager at meetings / duties as and when required.
Co-ordinate training of new and existing outpatient clinic co-ordinators in order to ensure that outpatient staff are equipped with the skills and knowledge required to undertake their roles, as well as help them access development opportunities.
To support outpatient clinic co-ordinators to deliver excellent customer service to patients and to maintain data quality on PAS.
To work with the assistant clinic manager and clinic manager to ensure that Key Performance Indicators are met for the service.
Liaise closely with the booking centre and contact centre to resolve patient queries and ensure that new appointment bookings are made in accordance with agreed clinic profiles and within RTT breach guidelines.
Clinic management:
To manage designated clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician
To liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed manner.
To use a variety of systems to monitor clinics and clinicians e.g. PAS, safe staffing
To provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients,
To identify all patient AIS requirements and record the data accurately on the Trusts electronic systems.
Ensure clinic digital screens and whiteboards are updated with the correct and most recent data.
Accurately record the patients attendance in clinic and time of appointment.
Record outpatient outcomes updating Referral To Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.
To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments, including the booking centre and the call centre.
Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment plans.
Job description
Job responsibilities
To have overall management responsibility for any delegated members of the administrative staff, providing leadership and support and ensuring that they are managed in line with the Trust, this includes managing sickness, disciplinary and performance issues for direct reports.
Co-ordinate the work of outpatient clinic co-ordinators on a day to day basis, agreeing priorities with the Assistant Service Manager/ Senior Technician as needed.
Co-ordinate and authorise annual leave requests from outpatient clinic co-ordinators, ensuring sufficient cover for clinics and other outpatient services.
Supervise outpatient clinic co-ordinators within the clerical team, providing support, guidance and training as required.
Monitor and manage sickness / absence within the clerical team according to trust policy, seeking advice from HR and the assistant clinic manager where necessary.
Act as a resource for dealing with immediate problems from outpatient clinic co-ordinators, informing and escalating to the Assistant Service Manager as appropriate.
Deputise for Assitant Service Manager at meetings / duties as and when required.
Co-ordinate training of new and existing outpatient clinic co-ordinators in order to ensure that outpatient staff are equipped with the skills and knowledge required to undertake their roles, as well as help them access development opportunities.
To support outpatient clinic co-ordinators to deliver excellent customer service to patients and to maintain data quality on PAS.
To work with the assistant clinic manager and clinic manager to ensure that Key Performance Indicators are met for the service.
Liaise closely with the booking centre and contact centre to resolve patient queries and ensure that new appointment bookings are made in accordance with agreed clinic profiles and within RTT breach guidelines.
Clinic management:
To manage designated clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician
To liaise with the responsible clinician to provide regular updates regarding the status of their clinic profiles, in an agreed manner.
To use a variety of systems to monitor clinics and clinicians e.g. PAS, safe staffing
To provide a high standard reception service and general administrative support to designated outpatient clinics, being a first point of contact to patients,
To identify all patient AIS requirements and record the data accurately on the Trusts electronic systems.
Ensure clinic digital screens and whiteboards are updated with the correct and most recent data.
Accurately record the patients attendance in clinic and time of appointment.
Record outpatient outcomes updating Referral To Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.
To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments, including the booking centre and the call centre.
Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment plans.
Person Specification
Education/Qualifications
Essential
- Educated to GCSE level (including English and Maths to GCSE A-C), or equivalent qualifications
Desirable
- Evidence of continuing education and development
Experience
Essential
- Experience of effectively supervising a team
- Experience of working in a multi-disciplinary team
- Awareness of NHS performance targets (eg Referral to Treatment)
- Experience of working in a healthcare setting
Desirable
- Knowledge of HR processes (eg sickness and performance management)
Skills/abilities
Essential
- Ability to develop, lead and motivate staff in a multi-disciplinary service, maintaining an excellent working relationship with staff at various levels.
- Excellent organisational skills, including the ability to prioritise own workload and that of the team
- Excellent oral and written communication, negotiation and interpersonal skills
Desirable
- Ability to work under pressure and to deadlines
Person Specification
Education/Qualifications
Essential
- Educated to GCSE level (including English and Maths to GCSE A-C), or equivalent qualifications
Desirable
- Evidence of continuing education and development
Experience
Essential
- Experience of effectively supervising a team
- Experience of working in a multi-disciplinary team
- Awareness of NHS performance targets (eg Referral to Treatment)
- Experience of working in a healthcare setting
Desirable
- Knowledge of HR processes (eg sickness and performance management)
Skills/abilities
Essential
- Ability to develop, lead and motivate staff in a multi-disciplinary service, maintaining an excellent working relationship with staff at various levels.
- Excellent organisational skills, including the ability to prioritise own workload and that of the team
- Excellent oral and written communication, negotiation and interpersonal skills
Desirable
- Ability to work under pressure and to deadlines
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
