Outpatient Services Supervisor, Health Records
East Kent Hospitals University NHS Foundation Trust
The Health Records Supervisor role is responsible for ensuring the team provides efficient and streamlined administration to service users of East Kent Hospitals University Foundation Trust. This role involves supervising and leading a team of Health Records Assistant Administrators on a daily basis who provide hospital records for patients attending our hospitals.
Main duties of the job
As supervisor to the team, you will manage the day-to-day activities of the staff and work within Health Records ensuring a comprehensive administrative service to all service users. This includes organization of your own and other team members' work, communicating with team colleagues, service users, members of the public, and other external stakeholders. This post will include organization and maintenance of effective systems (paper-based and electronic) and typing and preparation of correspondence for team members. You will carry out team meetings, appraisals, 1-1 meetings, manage staff sickness and performance. Work allocation will be a main duty within your role. You will support teams consisting of Library and Clinic Preparation duties which deal with clinic appointments and admissions, ensuring patient notes are available at the point of contact. It is vital that you maintain codes of practice within Records management including maintaining confidentiality.
About us
The Health Records Team is a dedicated and hard-working team who are highly motivated and effective. As a large Trust, we have services at 6 of the sites and we provide key services within the patient pathway for outpatient and inpatient activity. We work hard as a team to continually ensure that patient care is at the forefront of our service. We are a professional and diverse team with different experiences and challenges and recognize that caring for our teams is a priority.
Job responsibilities
To find out more information about applying for this role, please find the attached job description which contains details of the main aspects of the role.
Person Specification
Qualifications
* Numeracy & literacy (Maths and English) qualifications GCSE (C / 4 or above)
* Customer Services Training
Skills
* Minimum of 2 years' experience of working in a busy administration environment.
* Excellent communication and interpersonal skills, showing empathy and diplomacy.
* Experience in a customer-facing role, providing a sensitive and caring approach.
* High level of accuracy and attention to detail.
* Ability to communicate clearly, both written and verbally.
* Ability to interact with colleagues and other stakeholders courteously.
* Ability to prioritize and organize own workload and productivity of the team.
* Ability to negotiate and persuade.
* Analytical skills.
* Ability to track information.
* Previous NHS experience.
* Training and coaching experience.
Governance
* To adhere to organizational governance guidelines and report against these.
* Experience of managing issues associated with risk.
* Knowledge of the Datix system.
Personal Attributes
* Ability to remain calm under pressure.
* Experience of managing a team.
* Experience or awareness of a range of work practices in an office setting.
* Experience of interacting with customers/patients.
Other
* To be aware of and adhere to the Trust's Vision, Mission, and Values.
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.
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