Job summary
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 job
The
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 us
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.
All
our actions and endeavours will be guided and evaluated through these values
Additionally
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.
Job description
Job responsibilities
The
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 description
Job responsibilities
The
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 Specification
Skills and Behaviours
Essential
- 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.
Experience
Essential
- 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.
Qualifications
Essential
- Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
Desirable
- Minimum of 5 GCSE, NVQ or the equivalent qualifications.
Person Specification
Skills and Behaviours
Essential
- 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.
Experience
Essential
- 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.
Qualifications
Essential
- Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
Desirable
- Minimum of 5 GCSE, NVQ or the equivalent qualifications.
