Job summary
Internal vacancy - please note that this vacancy is currently only open to applications from employees of Sheffield Children's Hospital.
We have 3 Outpatient Supervisor roles.
We are looking for a self-motivated individual who can demonstrate great communication, organisational & leadership skills with a commitment to delivering a high quality patient experience.
Working in the Outpatients administration team, you will be a compassionate individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in your role and be committed to equality, diversity and inclusion.
Main duties of the job
To be responsible for the day to day supervision of a team of administrative staff providing essential support relating to the provision of a high quality, efficient and responsive booking service in relation to management of referrals received and clinic management.
To work in conjunction with the Outpatient Service Co-ordinator and Division Service Manager's to develop staff ensuring the highest quality of service is provided at all times in line with local and national objective and targets.
About us
At Sheffield Children's, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:
- Outstanding Patient Care
- Brilliant Place to work
- Leaders in Children's Health
We work successfully with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.
As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.
As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children's health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.
Job description
Job responsibilities
- To be responsible for the day to day supervision of a team of administrative staff providing essential support relating to the provision of a high quality, efficient and responsive service.
- In conjunction with Outpatient Service Co-ordinator and Division Service Managers, regularly monitor and review PTL and clinic data to ensure slot utilisation is maximised, referrals are registered and graded in accordance to set timescales and all appointments are appropriately concluded, identifying potential issues with process or clinic capacity.
- Prioritising and targeting vacant clinic slots intelligently based on the Trusts current 18 week and vacant slot position.
- Ensure processes are in place to oversee interpreter bookings within the service area and that these are made within the scope of the contract and process for identifying eligibility is consistent.
- Ensure clinic templates are adjusted accordingly upon notification of medical/clinical leave in order to reschedule patient appointments in line with Trust waiting time targets.
- Assist in the training strategy for the service, identifying training and development needs for staff and ensuring that all staff are trained in all aspects of outpatient booking and clinic management.
Please read the attached Job Description and Person Specification in detailInclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
Compassion leading by kindness and showing empathy, understanding and respect
Accountability striving to do the right thing and owning responsibility
Respect value differences, tackling inequality and fostering a culture of inclusion
Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- To be responsible for the day to day supervision of a team of administrative staff providing essential support relating to the provision of a high quality, efficient and responsive service.
- In conjunction with Outpatient Service Co-ordinator and Division Service Managers, regularly monitor and review PTL and clinic data to ensure slot utilisation is maximised, referrals are registered and graded in accordance to set timescales and all appointments are appropriately concluded, identifying potential issues with process or clinic capacity.
- Prioritising and targeting vacant clinic slots intelligently based on the Trusts current 18 week and vacant slot position.
- Ensure processes are in place to oversee interpreter bookings within the service area and that these are made within the scope of the contract and process for identifying eligibility is consistent.
- Ensure clinic templates are adjusted accordingly upon notification of medical/clinical leave in order to reschedule patient appointments in line with Trust waiting time targets.
- Assist in the training strategy for the service, identifying training and development needs for staff and ensuring that all staff are trained in all aspects of outpatient booking and clinic management.
Please read the attached Job Description and Person Specification in detailInclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
Compassion leading by kindness and showing empathy, understanding and respect
Accountability striving to do the right thing and owning responsibility
Respect value differences, tackling inequality and fostering a culture of inclusion
Excellence delivering a high-quality standard of care
Person Specification
Qualification & Training
Essential
- Knowledge of administrative procedures, including specialised IT systems acquired through formal training or experience to NVQ Level 4 in Business and Administration or equivalent.
- ECDL / IT Qualification or demonstrable knowledge through experience of Microsoft packages.
- Educated to GCSE standard or recent equivalent level of experience.
Experience
Essential
- Substantial relevant practical NHS clerical experience working in a customer focused area.
- Day to day staff supervision
- Experience of a PAS Outpatient module
- Knowledge of Outpatient administrative procedures.
- Working in a multi-disciplinary team
Desirable
- Experience of Outpatient Clinic Management and Booking processes and procedures
- Experience of eRS Booking system
Knowledge and Skills
Essential
- Ability to input, retrieve and analyse information.
- Ability to work on own initiative and to be self-motivated.
- Ability to organise and prioritise own workload and that of others.
- Proficiency in Microsoft Office products and Hospital information systems.
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Ability to manage conflicting priorities and deliver work to deadlines.
- Ability to develop and implement working procedures.
Desirable
- Ability to demonstrate knowledge and understanding of the principles of staff
- Management.
- Knowledge of Medical Terminology
Personal Attributes
Essential
- Effective team worker.
- Confident approach.
- Articulate.
- Maintains confidentiality at all times
- Ability to exercise initiative and self-judgement.
- Ability to work under pressure
Desirable
- Evidence of ability to communicate confidently.
- HR skills such as absence management and recruitment.
- Negotiation skills.
- Experience of dealing with emotional circumstances.
Person Specification
Qualification & Training
Essential
- Knowledge of administrative procedures, including specialised IT systems acquired through formal training or experience to NVQ Level 4 in Business and Administration or equivalent.
- ECDL / IT Qualification or demonstrable knowledge through experience of Microsoft packages.
- Educated to GCSE standard or recent equivalent level of experience.
Experience
Essential
- Substantial relevant practical NHS clerical experience working in a customer focused area.
- Day to day staff supervision
- Experience of a PAS Outpatient module
- Knowledge of Outpatient administrative procedures.
- Working in a multi-disciplinary team
Desirable
- Experience of Outpatient Clinic Management and Booking processes and procedures
- Experience of eRS Booking system
Knowledge and Skills
Essential
- Ability to input, retrieve and analyse information.
- Ability to work on own initiative and to be self-motivated.
- Ability to organise and prioritise own workload and that of others.
- Proficiency in Microsoft Office products and Hospital information systems.
- Knowledge and understanding of the 18 week Referral to Treatment standards.
- Ability to manage conflicting priorities and deliver work to deadlines.
- Ability to develop and implement working procedures.
Desirable
- Ability to demonstrate knowledge and understanding of the principles of staff
- Management.
- Knowledge of Medical Terminology
Personal Attributes
Essential
- Effective team worker.
- Confident approach.
- Articulate.
- Maintains confidentiality at all times
- Ability to exercise initiative and self-judgement.
- Ability to work under pressure
Desirable
- Evidence of ability to communicate confidently.
- HR skills such as absence management and recruitment.
- Negotiation skills.
- Experience of dealing with emotional circumstances.
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.
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).
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.
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).
