Office Supervisor - Orthopaedics

For questions about this job, contact

Name: Katarzyna Konecka-Kowalczyk

Position: Scheduler

Email: ***email_hidden***

Phone number: 0113 3924803

Shortlisting Date:07/07/2026

Interview Date: 24/07/2026 TBC

Job Summary

The Post-holder will be responsible for supervising on a day to day basis a team of clerical staff responsible for the administration and clerical duties within the Admissions team.

The post holder must be able to communicate sensitively and effectively with a wide range of people including patients and all other staff members. In addition the post holder will have to communicate with other outside agencies and other departments throughout the Trust.

The post holder will assist in the organisation of the Departmental administration and clerical team’s workload to provide a comprehensive clerical service and ensure the delivery of a coordinated and consistent operational management service.

The post holder will also be expected to provide secretarial support to the department.

Provide day to day supervision of clerical staff, monitoring staffing levels on a daily basis and adjusting when and where necessary to provide appropriate staff cover.

Be involved in the recruitment and retention of the clerical staff ensuring that all new staff receive an appropriate induction and training to enable them to carry out their duties.

Supervise and train members of the clerical team in all aspects of Patient Administration and customer service, including the allocation of work on a daily basis and the reviewing of work performance and progress.

Act as secretarial support for the department and support consultant’s secretaries during absences.

Along with the team leader ensure clerical staff receives full briefings on current developments and be actively involved in staff meetings.

Exercise safekeeping of office equipment, including data held on the computer, work stations and any other equipment used.

The Trust requires that all members of staff are appraised on a yearly basis and the post holder will be responsible for the appraisals for the allocated team members.

The post holder will be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages.

The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality.

Why you should join our Team

Admission Supervisor Chapel Allerton Hospital (Clinical Services Unit)

An exciting opportunity has arisen to join the Chapel Allerton Hospital Clinical Services Unit (CSU), which includes Dermatology, Elective Orthopaedics, and Rheumatology, as an Admission Supervisor .

We are looking for an Admission Supervisor to support the central admissions service at the Chapel Allerton Hospital site. The successful candidate will be responsible for coordinating and supervising members of the clerical team across all aspects of patient administration and admissions. This includes ensuring processes are managed in line with the principles of the 18-week referral-to-treatment target and that the Trust Elective Access Policy is applied fairly and consistently.

This role requires a flexible approach to working patterns to meet service needs; however, the post is contracted at 37.5 hours per week across 5 days.

We are seeking a motivated individual with a strong desire to develop their skills in this exciting and challenging role. You will play a key part in supporting Chapel Allerton CSU’s vision to become the hospital of choice for our services. This is an excellent opportunity to make a meaningful contribution to service delivery and patient care.

What you will bring to the role

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Staff Supervision

• Coordinate the day to day activities of a team of clerical officers.
• To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.
• To be actively involved in the recruitment process.
• Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.
• Train and supervise members of staff in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
• Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development.

Service Management

• Be responsible for the implementation of Trust procedures and protocols within the department.
• Ensure the appointment pathways are managed in accordance with Trust and Patient Access Policies and within specialty guidelines.
• Ensure that information on the Trust Patient Administration System is recorded in an accurate and timely manner.
• Ensure investigation results receive medical acknowledgement in a timely manner.
• To be receptive to and assist in, the development and introduction of new ways of working.
• Ensure that joint working and close cooperation is developed with other departments and agencies.
• Undertake monitoring of performance to ensure high quality service delivery.

• Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy. Take responsibility for returning any follow-up calls as necessary.
• Support the induction process for all new clerical officers and work with the Outpatient Coordinator to develop refresher programmes/updates for existing staff.
• Respect patient Confidentiality and be aware of the Data Protection Act and Caldicott Guidelines.

Any other duties, which may be required as determined by the Outpatient Co-ordinator or the Outpatient Site Manager.

About Leeds Teaching Hospital NHS Trust

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

We’re committed to recruiting exceptional people to deliver outstanding services across Leeds Teaching Hospitals NHS Trust and helping every colleague reach their full potential. We’re looking for a compassionate, inclusive, and collaborative leader who shares our values and can build strong partnerships. We warmly invite applications from people from a variety of backgrounds and sectors, and are especially keen to hear from individuals from a minority ethnic background. We’re dedicated to creating a diverse and inclusive environment where everyone feels valued, supported, and has a true sense of belonging, as we work together to deliver the best in healthcare to the people of Leeds and beyond.

Sponsorship Eligibility

To comply with UK Government regulations on Skilled Worker sponsorship, Leeds Teaching Hospital NHS Trust is unable to provide sponsorship to applicants who do not meet the eligibility criteria or the salary threshold concessions set out under the Skilled Worker visa route. Please take this into consideration before submitting your application. Full guidance on these concessions, including details of who may qualify, can be found here.

We reserve the right to close this advert early if we receive a high number of suitable applications.