Surgical Administration Supervisor

Overall Purpose

The Surgical Administrative Supervisor is responsible for overseeing comprehensive coordination and efficient management of the clerical duties for Surgical ward and theatre administrative teams.

The post would suit some who adaptable and proactive in their work and is able to work in the fast-paced environment.

They will act as the key liaison between clinical teams, bookings team and the other administrative teams to lead on day to day running of the centre.

An understanding of the overarching demands of the business – mainly around the Surgical side of the business but also and Fortius generally.

An excellent communicator who can work professionally with all departments of the business as well as with patients, consultants and other external contacts.

Deputising the Head of Surgical Business in day to day running of the non-clinical elements of the surgical side of Fortius.

Continuously improving the patient pathway to ensure a smooth, effective and personalised journey.

An effective supervisor who can delegate and manage a team productively. Absolute oversite on the administrative duties across departments involved in the provision of surgical services within Fortius

Principal Accountabilities

• Ensure effective communication channels between the administrative teams, bookings and clinical teams to concise day to day running.

• Forward planning to maximize usage of space at Fortius. Managing the constraints of the ward and theatre capacity effectively to ensure efficient and realistic running.

• Deputise the Head of Surgical Business to provide support on day to day running

• Along with the bookings team act as the central point for coordination for surgical at Fortius.

• Key accountability for when it comes to bed allocation, list confirmation, admission details and staggering times.

• Overseeing management of a concise patient admission process including payment capture, admission timing, insurance check and pre-operative requirement.

• Where necessary, help support the Head of Surgical Business with ongoing projects relating to surgery and surgical admin.

• Conducting daily meetings with clinical teams and bookings team

• Conduct annual performance reviews and provide ongoing training, feedback and communication with staff regarding performance expectations through regular ‘one to ones’.

• Ongoing review of patient documentation that is sent out externally and used internally, recommending changes where necessary.

• Knowledge of the administrative duties and processes across departments involved in the provision of surgical services within Fortius.

• Work with the HR department to recruit, interview, select, hire and employ adequate staff to maintain staffing for both teams

• Answer and manage telephone enquiries ensuring clarity, confidentiality, and courtesy. Take messages accurately and follow up as required.

• Work to build strong working relationships with the secretaries and Consultants.

• Awareness of ongoing volume targets and KPI’s for Fortius surgical side and Fortius as a whole, where relevant. Partake in analysis and reporting of targets for weekly, monthly, and annual updates.

• Liaise with all departments and staff at all levels, both internally and externally to ensure a seamless patient journey. Inform internal and external contacts updates on run times, delays or issues throughout the day.

• Effective rota management for reception and ward administration staff to maintain appropriate cover.

• Assist with onboarding process for new consultants and secretaries. Work with the Head of Consultant Engagement where appropriate.

• Practice strict levels of patient confidentiality and GDPR. 

• Perform any other duties as requested from time to time commensurate with this role.

• Previous experience in a customer service and/or administration role

• Excellent communication skills

• Previous experience in healthcare sector

• An organized approach to work and excellent time management skills

• Able to prioritise a busy workload without direct supervision

• Previous experience with patient management systems

• Experience managing a small team

• Polite and helpful telephone manner

• Flexibility and adaptability to high paced environment

• Able to handle sensitive information without compromising confidentiality

• Computer literate for Microsoft Office and Outlook