Job summary An exciting opportunity has arisen in Patient Access based at Liverpool Women's Hospital for a full time (37.5 hours per week) Band 3 Reception Team Leader. The successful candidate will be responsible for the management of sickness, annual leave, rota planning, personal development reviews, ensuring all departments are covered within each area and local KPI's are met. One of the main duties is to ensure that all patients have been booked in/out correctly and will give staff the appropriate training to complete their daily tasks. Main duties of the job The reception team leader will support the Office Manager in producing weekly staff rotas to ensure all areas of reception out-patients have administrative cover allocated as required. The reception team leader will be required to work across site between Liverpool Women's Hospital and Aintree Hospital. About us Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm new-borns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes us the specialist health provider of choice in Europe for women, babies and families. We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion. The Trust is constantly innovating and evolving its services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services. Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below: Video: https://vimeo.com/556197652 Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf Date posted 30 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Full-time Reference number 159-LWH-351-24 Job locations Liverpool Womens Hospital Crown Street Liverpool L8 7SS Job description Job responsibilities To manage the team, ensuring that all appropriate services are involved. This includes highlighting problems or delays and escalating them to the Reception Manager. To be part of the Reception desk rota with the additional responsibility of supporting the team with training and problem solving. Updating systems (eg meditech & in-touch) to meet the needs of service demands ie. ensuring the booking out is completed within required turnaround. Ensure effective allocation of reception staff within the team to maximise effectiveness. Ensure performance of the team is monitored and make changes when necessary to ensure effective utilisation of resources. To implement Trust policies and local directorate procedures for own area. To exercise independent judgement when dealing with enquiries from patients, staff, relatives and Healthcare Professionals and resolving where possible. Responsible for reception staff recruitment and retention, including shortlisting, interviewing, local induction, mandatory training, absence management, appraisal, disciplinary and capability procedures. To ensure that the reception service is adequately staffed at all times, organising staff rota and working hours. To ensure good communication and effective relationships are maintained both within the reception team and with health professionals, internal and external, to provide an effective service. To receive regular communications and deliver to the reception team. Validation of Booking Out Spreadsheet To line manage members of the reception team, including compliance with standard operating procedures Job description Job responsibilities To manage the team, ensuring that all appropriate services are involved. This includes highlighting problems or delays and escalating them to the Reception Manager. To be part of the Reception desk rota with the additional responsibility of supporting the team with training and problem solving. Updating systems (eg meditech & in-touch) to meet the needs of service demands ie. ensuring the booking out is completed within required turnaround. Ensure effective allocation of reception staff within the team to maximise effectiveness. Ensure performance of the team is monitored and make changes when necessary to ensure effective utilisation of resources. To implement Trust policies and local directorate procedures for own area. To exercise independent judgement when dealing with enquiries from patients, staff, relatives and Healthcare Professionals and resolving where possible. Responsible for reception staff recruitment and retention, including shortlisting, interviewing, local induction, mandatory training, absence management, appraisal, disciplinary and capability procedures. To ensure that the reception service is adequately staffed at all times, organising staff rota and working hours. To ensure good communication and effective relationships are maintained both within the reception team and with health professionals, internal and external, to provide an effective service. To receive regular communications and deliver to the reception team. Validation of Booking Out Spreadsheet To line manage members of the reception team, including compliance with standard operating procedures Person Specification Qualifications & Learning Essential 5 GCSE's or equivalent. NVQ 3 in customer care and business administration or equivalent experience in a clerical role. Proven experience working in a clerical role. Desirable Leadership qualification. Proven experience in a clerical role within the NHS. Proven experience of staff management. ECDL NVQ 3 in customer care and business administration or equivalent experience in a clerical role. Personal Qualities Essential Good time management skills. Good organisational skills. Able to maintain a professional approach when working under pressure. Be able to maintain confidentiality. Desirable Ability to work flexibly. Assertive. Self-motivated and enthusiastic. Skills, Knowledge & Aptitudes Essential Knowledge of administrative and management procedures and practices. Knowledge of MS Office, Excel and basic keyboard skills. Excellent communication skills, both verbal and written. Good communication and interpersonal skills at all levels. Ability to work as part of a team. Knowledge of specialist medical terminology. An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries. Desirable Experience of Meditech. Understanding of Trust policies and NHS agenda. Knowledge of the Trust's rules regarding confidentiality. Person Specification Qualifications & Learning Essential 5 GCSE's or equivalent. NVQ 3 in customer care and business administration or equivalent experience in a clerical role. Proven experience working in a clerical role. Desirable Leadership qualification. Proven experience in a clerical role within the NHS. Proven experience of staff management. ECDL NVQ 3 in customer care and business administration or equivalent experience in a clerical role. Personal Qualities Essential Good time management skills. Good organisational skills. Able to maintain a professional approach when working under pressure. Be able to maintain confidentiality. Desirable Ability to work flexibly. Assertive. Self-motivated and enthusiastic. Skills, Knowledge & Aptitudes Essential Knowledge of administrative and management procedures and practices. Knowledge of MS Office, Excel and basic keyboard skills. Excellent communication skills, both verbal and written. Good communication and interpersonal skills at all levels. Ability to work as part of a team. Knowledge of specialist medical terminology. An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries. Desirable Experience of Meditech. Understanding of Trust policies and NHS agenda. Knowledge of the Trust's rules regarding confidentiality. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Employer details Employer name Liverpool Women's NHS Foundation Trust Address Liverpool Womens Hospital Crown Street Liverpool L8 7SS Employer's website https://www.liverpoolwomens.nhs.uk/ (Opens in a new tab)