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Detailed job description and main responsibilities

To ensure the smooth running of the back office team of the Outpatient Department by managing the day to day administration and having delegated responsibility (with appropriate training and supervision) in making day to day operational decisions where necessary.

To act as an integral part of the Outpatient Management Team by contributing to and supporting day-to-day administrative tasks.

To establish and develop duties of the departmental administrative team, training them in these duties where appropriate, identifying training needs, recommending appropriate courses, and maintaining a training record for these members of staff.

To assist with shortlisting, selecting and recruiting of admin and clerical staff.

To carry out appraisal / individual performance review of admin and clerical staff, and ensure compliance within own team against the appraisal and statutory training policy.

To be responsible for recording of annual leave, sick leave and study leave for all departmental administrative staff, highlighting at an early stage areas of potential concern relating to performance and sickness targets.

To ensure all coordinating staff within the Outpatient department are familiar with departmental policies and procedures and Trust fire safety policies and procedures.

To line manage all back office staff and the deputies to this role in their objectives, whilst considering the impact to the wider Outpatient Department.

To attend departmental team meetings and business meetings, and to take and distribute minutes.

To hold responsibility for liaising with the Estates Department/IT regarding repair and maintenance of all equipment and software in use within the Outpatient department.

To be responsible for the ordering and maintenance of stationery and equipment supplies, managing expenditure decisions within the level of delegated authority, and having an understanding of cost-efficiency.

To maintain a clear overview of the outpatient demand and capacity work, taking responsibility for ensuring full utilisation of all outpatient clinic capacities and taking steps to optimise patient flow.

Act in such a way as to promote a positive culture of learning, development and professionalism within the services, where all staff understand and are involved in working together towards the achievement of Service, Divisional and Trust objectives.

Escalate concerns around performance, clinical risks and operational issues as necessary, to ensure the Outpatient Management team are aware of possible difficulties within the department.

Participate in improvement projects and activities to aid the delivery of service developments under the guidance of the Outpatient Operational Manager.

Assist in the implementation of projects that deliver the strategic objectives of the Outpatient Department.

To support the Management team in the preparation of bids for capital and revenue funding within the Outpatient Department.

To undertake personal training and development as appropriate.