Job summary
An exciting opportunity has arisen for an Administrative
Supervisor to join our Radiology department at Darlington Memorial Hospital.
We are looking for an enthusiastic, proactive person to
support the Admin Team Lead in supervising and co-ordinating our admin teams at
Darlington Memorial and Bishop Auckland Hospitals.
The successful candidate should provide consistent outstanding
care and exemplary service to our patients and visitors, arrange appointments
and liaise with all involved in the Imaging process to ensure the best service
for our patients.
The
successful candidate will need excellent communication, organisational and
investigative skills and have a flexible approach to tasks with experience
working in a busy office environment.
Main duties of the job
You will be responsible for supporting the Admin Team Lead
in the smooth running of an effective administrative team, supporting waiting
list management and data report validation.
Candidates must be confident with being the first point of
contact for staff in our Darlington and Bishop sites and undertaking the
responsibility to manage and supervise staff, including managing rotas, dealing
with staff absences and approving annual leave.
You will need excellent interpersonal skills and the
confidence to deal with a wide range of matters with diplomacy. Patient
administration experience, experience in working with people and the ability to
adapt to change while managing and prioritising a heavy workload, in a fast
developing environment is essential for this role.
We are looking for an organised and flexible Supervisor
who enjoys working individually but also as part of a wider team, having the
ability to support the administrative teams in booking Radiology
appointments, communicating with
patients and staff, undertaking IT system based work, linking in with patient
transport services and general administrative duties.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
From April 1 2024 we are unable to offer sponsorship for healthcare roles that do not meet the minimum salary £23,200, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
Day to day
supervision and co-ordination of delegation of duties and work allocation to
Radiology Admin teams, being the first point of contact for staff.
- Supporting the Admin Team Lead with managing rotas, staff
absences, annual leave requests, return to work interviews, appraisal meetings
and holding regular 121s with staff.
- Monitoring staff core essential training and compliance
- Greeting patients and visitors attending the department,
handing queries and liaising with other departments and colleagues where
necessary.
- Accurately entering details onto the Radiology Information
System
- Supporting the Medical Secretaries with distributing image
requests via Radiology IT systems
- Liaising regularly with secondary care staff, GP surgeries
etc.
- Providing a fast and responsive appointments service to
patients
- Receiving and handling information regarding referrals to
the service, within set timescales
- Providing general admin support to the Radiology department
as a whole
- Ensuring waiting time targets are met
(including 2 week referrals) and validating the waiting list on a regular basis
to ensure patients are booked according to service targets
Job description
Job responsibilities
Day to day
supervision and co-ordination of delegation of duties and work allocation to
Radiology Admin teams, being the first point of contact for staff.
- Supporting the Admin Team Lead with managing rotas, staff
absences, annual leave requests, return to work interviews, appraisal meetings
and holding regular 121s with staff.
- Monitoring staff core essential training and compliance
- Greeting patients and visitors attending the department,
handing queries and liaising with other departments and colleagues where
necessary.
- Accurately entering details onto the Radiology Information
System
- Supporting the Medical Secretaries with distributing image
requests via Radiology IT systems
- Liaising regularly with secondary care staff, GP surgeries
etc.
- Providing a fast and responsive appointments service to
patients
- Receiving and handling information regarding referrals to
the service, within set timescales
- Providing general admin support to the Radiology department
as a whole
- Ensuring waiting time targets are met
(including 2 week referrals) and validating the waiting list on a regular basis
to ensure patients are booked according to service targets
Person Specification
Experience
Essential
- Experience dealing with the general public and the ability to solve problems.
- Experience in planning and organising meetings and taking notes
Desirable
- Previous experience working within the NHS and/or a Radiology Department.
- Experience in managing staff and leadership responsibilities such as managing rotas, absence, 121s and appraisals.
Qualifications
Essential
- Good standard of general education, minimum of 3 GCSE's or equivalent at Grade C or above, including English. Or, equivalent experience suitable for role.
Desirable
- NVQ Level 3 or equivalent in Administration (or working towards) or equivalent knowledge / experience.
Special Skills and Knowledge
Essential
- Friendly, approachable and committed to providing quality patient care.
- Ability to supervise a team on a daily basis, being the first point of contact for queries.
- Ability to use own intitiative to resolve routine queries, in line with departmental procedures.
- Ability to prioritise workload and work under pressure in a busy department.
- Effective interpersonal skills and ability to communicate accurately both verbally and in writing with a wide range of people.
- Flexible approach to work and adaptable to change
Desirable
- Knowledge of NHS procedures and Radiology systems.
Special Requirements
Essential
- Ability to work with the team to support the service whilst ensuring targets are met.
- Good IT knowledge including Word, Excel and Outlook.
Desirable
- Knowledge of Data Protection and Caldicott Principles, understanding the requirement to maintain confidentiality.
- Ability to travel cross-site to support Team Leader.
Person Specification
Experience
Essential
- Experience dealing with the general public and the ability to solve problems.
- Experience in planning and organising meetings and taking notes
Desirable
- Previous experience working within the NHS and/or a Radiology Department.
- Experience in managing staff and leadership responsibilities such as managing rotas, absence, 121s and appraisals.
Qualifications
Essential
- Good standard of general education, minimum of 3 GCSE's or equivalent at Grade C or above, including English. Or, equivalent experience suitable for role.
Desirable
- NVQ Level 3 or equivalent in Administration (or working towards) or equivalent knowledge / experience.
Special Skills and Knowledge
Essential
- Friendly, approachable and committed to providing quality patient care.
- Ability to supervise a team on a daily basis, being the first point of contact for queries.
- Ability to use own intitiative to resolve routine queries, in line with departmental procedures.
- Ability to prioritise workload and work under pressure in a busy department.
- Effective interpersonal skills and ability to communicate accurately both verbally and in writing with a wide range of people.
- Flexible approach to work and adaptable to change
Desirable
- Knowledge of NHS procedures and Radiology systems.
Special Requirements
Essential
- Ability to work with the team to support the service whilst ensuring targets are met.
- Good IT knowledge including Word, Excel and Outlook.
Desirable
- Knowledge of Data Protection and Caldicott Principles, understanding the requirement to maintain confidentiality.
- Ability to travel cross-site to support Team Leader.
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
County Durham & Darlington NHS Foundation Trust
Address
Darlington Memorial Hospital NHS Trust
Hollyhurst Road
Darlington
County Durham
DL3 6HX
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
