Regional Supervisor

Job description

Job responsibilities

Administration Supervision

Lead by example and work with administration staff to ensure the consistent delivery of effective patient orientated services and effective administrative services. Ensuring staff compliance with Clinic protocols.

Delegate responsibilities to Administration staff fairly and equitably providing advice and guidance as necessary.

Compile rotas for administration staff

Assist in the recruitment, induction and training of administration staff as and when required.

Authorise annual leave for administrative team ensuring the administration department is adequately covered with trained staff.

Ensure that all legal and statutory documentation is completed accurately in a timely manner and stored correctly.

Ensure all charges are completed on patient records appropriately and timely and reconcile at the end of each month

Service Delivery

Deliver a consistent, patient centred, caring, confidential and professional administration and reception service to patients.

Take appointment bookings from patients and answer queries.

Meet and greet patients.

Treat all patients with dignity and respect and maintain strict patient confidentiality.

Liaise with clinical and medical staff regarding specific patient needs and medical queries.

Monitor and adjust diaries in line with rotas, working hours and keeping wait times to a minimum.

Safeguarding

NUPAS is committed to safeguarding and safeguarding children, young people and vulnerable adults is everyones responsibility. DBS checks are standard on all prospective employees, the level of this check will be determined by the job type.

Administration

Timely preparation of patient records, trackers and registers. File and archive as appropriate.

Timely submission of monthly quality reports from across the region.

Provide training on the patient records system (INFORM)

Undertaking booking in duties, registering the patient in the clinic and directing the patient to the relevant department e.g. advisor, sonographer, nurse, doctor etc. Update live clinic list.

Input information to patient database.

Undertake cashiering duties.

Undertake word processing duties for post operative letters, general correspondence, letters and memos.

Undertake administration duties photocopying, faxing and filing.

Health and Safety

Undertake duties in accordance with safe working practices relating to COSHH.

Maintain effective infection control procedures.

Ensure hazardous waste is disposed of in accordance with organisational procedures.

Handle blood or urine samples in accordance with safe working practices.

Carry out duties in accordance with Health and Safety Policy.

Maintain a register of equipment and the maintenance requirements.

Confidentiality

Patient and/or staff information is confidential. It is a condition of employment that you will not use or disclose any confidential information obtained in accordance with the Data Protection Act 1998 and will adhere to the Clinic Confidentiality Policy & Procedure.

To Comply with the requirements of the NUPAS Information Governance Policy and adhere to the standards and procedures laid out therein.

General

Support a womans right to request an abortion.

Undertake any other duties and responsibilities commensurate with the level and responsibilities of the post.

Work in harmony with all other personnel and to communicate in an open and courteous manner with colleagues and patients.

Undertake any training necessary to fulfil duties and responsibilities.

Employees must not make unauthorised copies or disclose confidential or commercially sensitive organisational information to unauthorised parties.

Employees are required to use the email and internet systems responsibly and to

exercise a high level of caution when transmitting confidential information.

Employees are expected to observe the highest standards of personal and professional behaviour such that patients, fellow workers and others have confidence in their integrity.

Employees are expected to show respect, sensitivity and courtesy to all those they come into contact with during the course of their work.

All employees must observe all safety rules and follow safe working practices.

Under the Health Act 2006, all enclosed or substantially enclosed workplaces and

NUPAS Ltd vehicles must be smoke-free. To help to create a healthy and safe working environment and protect employees and patients from the effects of ill health associated with smoking and passive smoking, all NUPAS Ltd land and buildings will be designated smoke-free.

NUPAS Ltd does not accept responsibility for personal property brought on to the

premises. Articles lost or found on NUPS Ltd premises should be reported to

a line manager. Cars are parked on NUPAS Ltd.s property at your own risk.

All NUPAS Ltd.s employees who are required to register with a professional body, to enable them to practice within their profession, are required to comply with their code of conduct and requirements of their professional registration at all times.

All staff have a responsibility to understand and adhere to the requirements of company policy and protocols when dealing with Children, Young People and Vulnerable Adults. All employees must share NUPAS Ltd.s commitment to protect, safeguard and promote the welfare of children, young people and vulnerable adults.

All staff have a responsibility to ensure full compliance with Information Governance at all times which includes data protection, confidentiality and information security. Staff need to understand and make themselves fully aware of all company policies and procedures related to information governance.

Person Specification

Experience

Essential

• 2 years experience in an administrative capacity involving face- to-face contact with the public

Desirable

• Significant administrative experience in a care environment dealing with anxious patients

Qualifications

Essential

• Secondary standard of education or NVQ Level 2 or equivalent
• Computer literate with reasonable level of key board skills and knowledge of sytems, procedures, techniques, programming
• Administrative procedures, administratively competent.
• Good communication skills and interpersonal skills

Desirable

• Abortion Act
• Sexual Health Issues

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

NUPAS Ltd

Address

Torrington Clinic

16 Torrington Park

London

N12 9SS

Employer's website

https://www.nupas.co.uk/ (Opens in a new tab)