Job summary
- Main area
- Admin and Clerical
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (monday to Friday)
- Job ref
- 388-6427137-A&C
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Women's Health Unit Level 5
- Town
- Torquay
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 09/08/2024 23:59
- Interview date
- 24/08/2024
Employer heading
Patient Access and Reception Supervisor
NHS AfC: Band 3
Job overview
Our Patient Access and Reception Supervisor will work as part of a professional multi-skilled team in the patient access centre/ reception team. Duties will include the effective and efficient supervision of a specific administration team within the patient administration service. They will be required to follow strict adherence and compliance to all Trust policies and procedures, and ensure patients are treated with courtesy, dignity and respect.
Main duties of the job
• You will be expected to manage the gynaecology booking team and
outpatient reception area
• Your role will not include budgetary responsibilities
• Book all the gynaecology outpatient appointments for the acute and
community settings within the Torbay and South Devon Healthcare
Foundation Trust
• Responsible for allocating the workload within the team and dealing with any leave required
• Planning achievement reviews yearly and one to one’s where appropriate.
• Dealing with clinic management and rota’s so that all current clinics are
confirmed and are open/closed as needed
Working for our organisation
The patient access centre for gynaecology is based in Women’s Health Unit on Level
5. We book all the gynaecology outpatient appointments for the acute and
community settings within the Torbay and South Devon Healthcare Foundation
Trust.
The team consists of a supervisor and 4 booking clerks/receptionists.
Detailed job description and main responsibilities
- To ensure that patient access/reception clerks have a clear understanding of all administration policies and procedures, ensuring compliance with the Patient Access Policy in their area of responsibility.
- To ensure the monitoring and compliance of all relevant Trust policies and procedures
- .To attend meetings when required and action any required changes
- To ensure data quality issues are addressed and understood
- To participate in the recruitment and selection process
- To ensure that staff understand the incident reporting procedure
- To monitor the Key Performance Indicators and escalate issues to the Admin Team Leader /Practice Manager
- Act upon agreed 6-week clinical rotas
- To ensure all calls are dealt with in an effective and efficient manner
- If referrals are not managed electronically, to ensure that referrals are entered onto the Patient Information Management System (PAS) within 2 working days, informing Co-ordinators of any discrepancies that may affect the achievement of targets.
- To ensure staff are aware of current waiting list times.
- To monitor waiting list and PTL information, initiating appropriate action to address problem areas to ensure that patients do not breach the Referral To Treatment (RTT) targets.
- Ensuring clinics are fully booked.
- To ensure that new and follow-up patients are partially booked in accordance with specific clinical booking rules, Trust’s policies and that patients are given sufficient notification of appointments
- To liaise with Admin Team leader or Practice Manager where clinic capacity is insufficient to meet national booking targets
- To ensure that all new staff undergo a local induction process
- To ensure that all communication with patients and staff is clear and concise and that any complaints are dealt with as soon as possible
Person specification
Person Specification
Essential criteria
- • Good standard of education to include GCSE in Maths and English or equivalent
- • Customer care experience of providing a customer focused service
- • Proven secretarial and administrative experience
- • Proven experience of Excel spreadsheets
- • Knowledge of administrative procedures and systems, some of which are non-routine, such as answering queries, progress chasing, task-related problem solving,
- • Ability to work as part of a team
- • Flexible/ adaptable to change in working arrangements to meet demands of the service
- • To be proficient in the use of Internet/Intranet and email
Desirable criteria
- • NVQ level 3 in administration or relevant experience
- • Experience in working within multi skilled teams
- • Knowledge and experience of our trust patient administrative and information systems
- • Knowledge and experience of a range of computer software packages e.g. e-Referral, Infoflex, CRIS, Cyberlab, Symphony, PAS etc
- • NHS experience
- • Understanding of hospital policies and procedures including the Trust Access Policy
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jo Wilkes
- Job title
- Team Leader
- Email address
- [email protected]
- Telephone number
- 01803 656379
List jobs with Torbay and South Devon NHS Foundation Trust in Administrative Services or all sectors