Clinic Supervisor (ERS)

Job overview

An exciting opportunity has arisen for a motivated and enthusiastic individual to join the Referrals and Bookings Team as a Clinic Supervisor. The Referrals and Bookings Service operates Monday to Friday, 8:00am–5:00pm, with the potential requirement to work Saturdays from 9:00am–1:00pm. Enhanced rates of pay apply to hours worked on Saturdays. The successful candidate will be expected to work on-site and demonstrate a flexible approach, with the ability to work a variety of shifts to meet the needs of the service. Based at The Christie main site in Withington, the post holder will work closely with administrative and clinical teams, as well as patients across The Christie and its peripheral sites, to ensure referrals are managed efficiently and effectively while delivering the highest standard of patient care. The role will also involve responsibility for the creation and maintenance of clinic templates within the service. As part of the position, there will be opportunities to lead and/or contribute to projects and service improvement initiatives, supporting both personal development and the supervision of staff within the Referrals and Bookings Department. Working closely with administrative teams, the post holder will be responsible for overseeing the Referrals and Bookings Team across Surgery and Outpatients. This includes the use of systems such as CareFlow to receive referrals, manage triage processes, and coordinate patient appointments in a timely and efficient manner.

Main duties of the job

• Line manage and provide day-to-day supervision of administrative staff, promoting high performance, employee engagement, and staff wellbeing.
• Coordinate staffing levels and workloads to ensure effective service delivery, proactively managing capacity and operational pressures.
• Escalate service issues, risks, capacity concerns, and waiting time target breaches to the Assistant Service Manager in line with Trust procedures.
• Build, manage, and maintain clinic templates in collaboration with clinicians, ensuring efficient use of capacity and accurate scheduling.
• Maintain a strong working knowledge of Patient Administration and Health Records systems to support effective clinic management.
• Develop and maintain effective working relationships with clinicians and Service Management teams to ensure timely communication and resolution of operational issues.
• Plan staff rotas, coordinate service cover, and support business continuity during periods of annual leave and sickness.
• Support recruitment activities, including shortlisting and interviewing administrative staff.
• Organise and prioritise workload independently, responding promptly to urgent operational issues and service demands.
• Undertake additional management duties and support service improvement projects as delegated by the Assistant Service Manager.

Detailed job description and main responsibilities

• Act in line with escalation procedures to ensure the Support and Service Managers are aware of any service issues or risks and concerns raised by a service user. Ensure that issues with capacity or the delivery of waiting time targets are escalated immediately to the Assistant Service Manager in line with procedures.
• Daily supervision and co-ordination of staff to meet the needs of the service. Demonstrate leadership skills to promote employee engagement and wellbeing of team members.
• Proactively manage variances in activity ensuring that staffing levels are appropriate to the service needs.
• Maintain strong working relationships with the Service Management teams, ensuring that service issues or risks are escalated.
• Undertake all duties allocated by the Assistant Service Manager as appropriate to the role e.g. planning staff rotas and cover, supporting small projects.
• Work autonomously and as part of a team, to organise own workload and prioritise urgent matters e.g. staffing shortfalls, delays in service.
• Participate in rotational requirements to support the needs of the service, putting patient services before personal preferences. Provide cover during periods of annual leave and sickness for other administrative staff.
• Support the Assistant Service Manager with the recruitment of Clinic Administrators and Support Staff e.g. shortlisting, interviews.
• Order stationery as appropriate to the needs of the service.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post.