Job summary
The role of the ABC Outpatients Reception
Supervisor is a very busy but enjoyable role and you will work within a team of
supportive staff members including three other Supervisors, a Team Leader and
Team Manager. Working Trust wide - Pinderfields
(PGH), Pontefract (PGI) & Dewsbury Hospitals (DDH), the primary base will
be DDH. We have one full-time vacancy within our Team. The posts are based
within Mid Yorkshire Hospital NHS Trust and you will be expected to provide
cross-site cover on all sites, as per service requirement.
You will be
required to use multiple IT systems and will need to have a professional
appearance. This role is very rewarding and a great opportunity to be part of
the wonderful work carried out by our Teaching Trust. As a Teaching Trust we
encourage staff development and welcome staff who are wishing to progress their
careers further.
Please note, the
working pattern for this post is 5 over 7 days including evenings and weekends.
If
you are interested in any of these posts and wish to discuss, please contact
Ellen
Devonport, ABC Reception Team Leader (Working Days, Tues - Fri) via email: ellen.devonport@nhs.net or via phone 07935 009697
Claire
OBrien, ABC Outpatients Reception Team Manager via email: Claire.obrien4@nhs.net or via phone 07834 774908
-
Online applications Only
-
If shortlisted please be advised that Interviews
will be held at Pinderfields General Hospital (PGH), Face to face only
Main duties of the job
The post holder will report directly to the reception
team leader, and be responsible for the provision of an efficient service for
the department within the Mid Yorks NHS Trust. The post holder will work as part
of a team, and will also provide support and supervision to receptionists within
the service/department. They will also play a key role in ensuring data quality
and accurate records are up to date at all times.
The post holder will also ensure the
effective day to day running of the administrative function through the
identification of tasks and delegation of workload.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
To supervise the workload of ABC receptionists within the division to ensure the smooth running of the reception areas within the division.
To supervise the reception staff in their day to day duties providing assistance with queries and problems in conjunction with the Team Leader where necessary.
To provide staff information to the appropriate Team Leader/Manager with regard to annual leave, study leave and sickness absence if requested.
To record and track sickness taking to stage one if required in line with the Trust sickness absence policy.
To record and track Annual Leave using e-roster system
To assist the Team Leader/Manager where appropriate with recruitment and selection of reception staff, including membership of interview panels.
To assist the staff/clinicians with utilising IT systems or ensuring paper forms are completed and sent to relevant ward/departments in a timely manner in line with the ward/departments Key Performance Indicators.
To attend departmental meetings and where necessary take notes and transcribe as necessary.
To provide training and support to all relative members of the team as necessary in the course of Trust business, particularly when new IT systems and clerical procedures and policies are introduced.
To provide effective communication with all levels of staff / patents / visitors within the service and throughout the Trust.
To answer telephone calls in a timely manner and deal with all enquiries effectively, and where necessary escalate to the appropriate person to rectify any issues/queries accordingly.
To assist with the confidential management of records and ensure that all documentation is handled appropriately in line with trust policies.
To maintain appropriate stock control and raise requisitions for their area of responsibility as required.
To be responsible for identifying own role-related objectives and training needs as part of the staff appraisal programme.
To conduct staff appraisals for team members as directed by the Team Leader.
To oversee and update the local induction policy for new Reception staff.
To make sure that all Receptionists undertake mandatory training.
Job description
Job responsibilities
To supervise the workload of ABC receptionists within the division to ensure the smooth running of the reception areas within the division.
To supervise the reception staff in their day to day duties providing assistance with queries and problems in conjunction with the Team Leader where necessary.
To provide staff information to the appropriate Team Leader/Manager with regard to annual leave, study leave and sickness absence if requested.
To record and track sickness taking to stage one if required in line with the Trust sickness absence policy.
To record and track Annual Leave using e-roster system
To assist the Team Leader/Manager where appropriate with recruitment and selection of reception staff, including membership of interview panels.
To assist the staff/clinicians with utilising IT systems or ensuring paper forms are completed and sent to relevant ward/departments in a timely manner in line with the ward/departments Key Performance Indicators.
To attend departmental meetings and where necessary take notes and transcribe as necessary.
To provide training and support to all relative members of the team as necessary in the course of Trust business, particularly when new IT systems and clerical procedures and policies are introduced.
To provide effective communication with all levels of staff / patents / visitors within the service and throughout the Trust.
To answer telephone calls in a timely manner and deal with all enquiries effectively, and where necessary escalate to the appropriate person to rectify any issues/queries accordingly.
To assist with the confidential management of records and ensure that all documentation is handled appropriately in line with trust policies.
To maintain appropriate stock control and raise requisitions for their area of responsibility as required.
To be responsible for identifying own role-related objectives and training needs as part of the staff appraisal programme.
To conduct staff appraisals for team members as directed by the Team Leader.
To oversee and update the local induction policy for new Reception staff.
To make sure that all Receptionists undertake mandatory training.
Person Specification
Experience
Essential
- Proven experience of utilising computer information systems
- Proven experience of working in an organised and logical manner.
- Experience of office working practices
Desirable
- Experience of working in patient centred environment.
- Experience of working in a supervisory position
Skills and Abilities
Essential
- Proven ability to prioritise and work efficiently
- Proven ability to problem solve and work on own initiative
- Able to communicate clearly and concisely over the phone and face to face with all grades of staff and members of the public.
- Able to work without direct supervision.
- Able to work as part of a team.
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above)
- NVQ3 or equivalent in Business Administration / or willingness to work towards ILM qualification
Desirable
- Clerical/office qualifications
- ECDL
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
Personal Attributes
Essential
- Diplomatic in sensitive situations involving staff
- Punctual
- Professional in appearance and conduct
- Adaptable to a changing environment.
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service
Person Specification
Experience
Essential
- Proven experience of utilising computer information systems
- Proven experience of working in an organised and logical manner.
- Experience of office working practices
Desirable
- Experience of working in patient centred environment.
- Experience of working in a supervisory position
Skills and Abilities
Essential
- Proven ability to prioritise and work efficiently
- Proven ability to problem solve and work on own initiative
- Able to communicate clearly and concisely over the phone and face to face with all grades of staff and members of the public.
- Able to work without direct supervision.
- Able to work as part of a team.
Qualifications
Essential
- Sound educational background (4 GCSEs, grade C or above)
- NVQ3 or equivalent in Business Administration / or willingness to work towards ILM qualification
Desirable
- Clerical/office qualifications
- ECDL
Knowledge and Awareness
Essential
- Understanding and knowledge of Caldicott/Data Protection Act.
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
Personal Attributes
Essential
- Diplomatic in sensitive situations involving staff
- Punctual
- Professional in appearance and conduct
- Adaptable to a changing environment.
Other
Essential
- Ability to satisfy Occupational Health screening
- Adaptable and flexible according to the demands of the service
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).
