Job summary
We are looking to recruit to the post of Clinic Supervisor in the community:-
Longshoot Health Centre - Part time, 18.75 hours, Wednesday 12.45 pm to 5.00 pm, Thursday 8.30 am to 5.00 pm and Friday 8.30 am to 4.30 pm
The post holder will provide administrative and clerical support to the clinical services based within the clinic.
They will provide a front line service to patients and visitors as well as acting as a focal point within the clinic to ensure the smooth running of services and the facility.
The post holder will be supported by an Admin Co-ordinator who is based off site.
The successful candidate will possess excellent communication skills. RSA Level II typing or equivalent and 4 GCSEs or equivalent at Grade C or above (including Maths and English or Key Skills equivalents) are essential.
The post holder will be required to provide cover at other clinics across the borough as service needs require. Therefore, an ability to travel across the Trust independently will be essential.
This post involves contact with patients and families face to face in the clinics. Therefore it cannot be ruled out that the post holder may come in to contact with people who have COVID-19, although the Trust provides PPE and takes all reasonable steps to ask patients with symptoms to cancel appointments.
A Standard DBS will be obtained during pre-employment checks.
Main duties of the job
As a valued member of the administration team you will be the first point of contact within a community clinic/health centre ensuring excellent customer care is provided to all patients, staff and visitors to the site. Your role will be central to ensuring the smooth running of clinical services within the building.
Local teams consist of a receptionist and a clinic supervisor (this post). An admin coordinator has responsibility for overseeing the work in a number of sites although may not be based at your site.
The Support Services Team currently works out of 15 clinics and health centres. Each has different clinical services running and different clinical teams based there which affects how we offer support at each site. Working across so many sites presents challenges but over the years we have built strong relationships and the team is very supportive.
Flexibility is key as no two days are the same.
Excellent customer care and communication skills are essential as we are very much a people centred service.
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
The main duties of the post are:
To ensure there is comprehensive administrative support to the community clinics and associated health professionals; the post holder will actively participate and contribute to the development of the service;
To ensure that there is a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff;
To provide comprehensive supervision of all receptionists/clerical officers including day-to-day cover within the facility. To ensure the facility is maintained in accordance with health and safety standards and to carry out these duties the post holder may seek support from the Admin Co-ordinator;
Compliance with fire precaution/fire safety arrangements including weeklycompletion of checks required under Fire Register for premises;
To act as Fire Warden and First Aider to meet legislative requirements;
To provide relief cover at other locations as required.
Job description
Job responsibilities
The main duties of the post are:
To ensure there is comprehensive administrative support to the community clinics and associated health professionals; the post holder will actively participate and contribute to the development of the service;
To ensure that there is a customer focused service to the users of the clinics to incorporate the co-ordination of appointments and workload management for the clinics liaising with all staff;
To provide comprehensive supervision of all receptionists/clerical officers including day-to-day cover within the facility. To ensure the facility is maintained in accordance with health and safety standards and to carry out these duties the post holder may seek support from the Admin Co-ordinator;
Compliance with fire precaution/fire safety arrangements including weeklycompletion of checks required under Fire Register for premises;
To act as Fire Warden and First Aider to meet legislative requirements;
To provide relief cover at other locations as required.
Person Specification
Skills
Essential
- Motivated and able to work as part of a team & work on own initiative.
- Good organiser of self and workload
- Excellent telephone manner and excellent customer service skills
- Diary maintenance both electronic and manual.
- Ability to take and produce meeting notes.
- Ability to prioritise workload and delegate as necessary.
- Exercise judgement when dealing with patient enquiries, analyse and resolve patient problems.
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
- Excellent communication skills
Knowledge
Essential
- Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages
Additional
Essential
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
- The ability to travel independently across the Trust in a timely manner
- The ability to work flexibly in accordance to service needs.
- Flexibility to be able to use filing systems - bending and stretching required - taking into account any reasonable adjustments that could be made.
- Self-motivated and able to work under a range of pressures.
- Maintenance of confidentiality and diplomacy at all times.
Experience
Essential
- Working within a customer facing environment.
- Extensive experience in an administrative role.
- Ability to work to and meet deadlines
- Experience of working in a pressured environment.
Desirable
- Experience of working in a clinic/office setting.
- Medical secretarial experience.
- Previous experience of working with the health or social care sectors.
- Previous experience of using an appointment booking system.
- Previous experience of supervising staff including carrying out of Personal Developmental Reviews.
Qualifications
Essential
- 4 GCSEs (or equivalents) at grade C or above to include Maths and English or Key Skills equivalents.
- OCR (RSA) Level II in typing or equivalent experience
- NVQ3 in Business Administration or Customer Care or equivalent experience
- ECDL or equivalent experience
Desirable
- OCR (RSA) Level III in typing or equivalent.
- Audio typing qualification or proven experience.
Person Specification
Skills
Essential
- Motivated and able to work as part of a team & work on own initiative.
- Good organiser of self and workload
- Excellent telephone manner and excellent customer service skills
- Diary maintenance both electronic and manual.
- Ability to take and produce meeting notes.
- Ability to prioritise workload and delegate as necessary.
- Exercise judgement when dealing with patient enquiries, analyse and resolve patient problems.
- Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
- Excellent communication skills
Knowledge
Essential
- Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages
Additional
Essential
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
- The ability to travel independently across the Trust in a timely manner
- The ability to work flexibly in accordance to service needs.
- Flexibility to be able to use filing systems - bending and stretching required - taking into account any reasonable adjustments that could be made.
- Self-motivated and able to work under a range of pressures.
- Maintenance of confidentiality and diplomacy at all times.
Experience
Essential
- Working within a customer facing environment.
- Extensive experience in an administrative role.
- Ability to work to and meet deadlines
- Experience of working in a pressured environment.
Desirable
- Experience of working in a clinic/office setting.
- Medical secretarial experience.
- Previous experience of working with the health or social care sectors.
- Previous experience of using an appointment booking system.
- Previous experience of supervising staff including carrying out of Personal Developmental Reviews.
Qualifications
Essential
- 4 GCSEs (or equivalents) at grade C or above to include Maths and English or Key Skills equivalents.
- OCR (RSA) Level II in typing or equivalent experience
- NVQ3 in Business Administration or Customer Care or equivalent experience
- ECDL or equivalent experience
Desirable
- OCR (RSA) Level III in typing or equivalent.
- Audio typing qualification or proven experience.
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.
