Outpatient Administration Team Lead

Job Title: OPD Admin Team Lead

Department: OPD

Responsible to: Head of Administration

Salary: Dependant on Experience

Hours: 37.5 - Occasional Saturday working when required

Job Summary

To lead the Outpatient Administration team, displaying excellent leadership and customer service skills. This role will also work alongside health professionals, and you will need to interface confidently with other administrative areas across the hospital.

Key Responsibilities

Provide support to the Outpatient Administration Team by:

• Overseeing the day to day running of the Outpatient administration area, allocating tasks and ensuring all reception areas are covered whilst clinics are running.
• Monitoring of consultant clinics to provide a seamless patient experience.
• Hands on with booking appointments, answering the telephone and all other duties.
• Weekly catch-up meetings with the Head of Administration.
• Training of new staff assigned to the Team.
• Producing staff rota’s and signing off timesheets.
• Managing the annual leave and sick cover for the designated team.
• Be the main point of contact for your area for bank and agency staff.
• Conducting appraisals, probationary reviews and return to work interviews.
• First in line dealing with issues within the area/team, updating and informing Head of Administration, particularly where issues need escalating.
• Attend 9@9 meeting in the absence of the Head of Administration or any other meetings where required.
• Collaborate with the Head of Administration to identify, plan and roll-out operational/efficiency improvements.
• Participate in the interview panel for the recruitment of new staff for the department.
• Take responsibility for exemplary customer service within the department and lead by example.

Personal Specification

Essential - Experience of leading a team in a supervisory role.

Experience of working in an administrative, clerical environment/reception area.

Organised and able to work on own initiative as well as within your team.

Strong IT skills.

Excellent customer service skills and the understanding of how this benefits the business.

Excellent communication skills, both verbal and written.

Desirable - NVQ or equivalent in Business Administration.

Experience of the Healthcare Industry.

Company Benefits

• Competitive salary.
• Enhanced annual leave – 35 days holiday as a minimum (full time entitlement)
• Private Medical Insurance for you and a nominated family member.
• Private pension
• Training and development programmes
• Blue Light Card
• Free on-site parking
• Access to Mental Health helpline
• Access to assistance with Medical Diagnostics, Medical Treatment and Physiotherapy
• Subsidised freshly made food and drinks
• Eyecare vouchers
• Family vouchers
• Access to UK GP 24/7
• Discounted gym membership

Additional Information

1. Taking reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work in accordance with the Health and Safety at Work Act 1974, the hospitals Safety, Health and Environment Policies and procedures and to cooperate with the hospital on any legal duties placed on it as the employer.
2. This job description is not designed to be an exhaustive list of duties and responsibilities but represents the current key areas of work. There will be additional duties and responsibilities implicit within the role.
3. The post holder’s duties will at all times, be carried out in compliance with Hospital policies and procedures. In particular, the post holder will act in accordance with the Equal Opportunities, Grievance, Disciplinary and Health & Safety Policies, as well as dealing with complaints, confidentiality and quality matters.
4. Staff may be required to work in any department to meet the needs of the service, with potentially variable patterns of work that may include weekend working.

The post-holder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act and ensure compliance with associated legislative and Hospital policy.

To apply for the position please email an up to date CV with a covering letter to jillduggan@stjosephshospital.co.uk