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Band 5 Office Manager - Cardiology
| Posting date: | 23 April 2024 |
|---|---|
| Salary: | £28,407.00 to £34,581.00 per year |
| Additional salary information: | £28407.00 - £34581.00 a year |
| Hours: | Full time |
| Closing date: | 05 May 2024 |
| Location: | Birmingham, B9 5SS |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C0020-24-1167 |
Summary
To plan the day-to-day workload and to ensure the workload is carried out efficiently within the required timescales, dependant on the ever-changing needs of the service To plan and organise staff rotas and annual leave To actively participate at Senior Management Team meetings and be part of strategic and organisation plans in order to deliver services within recognised frameworks to ensure a fully coordinated and supportive administrative team for the service/department To adhere to standards for record keeping, maintaining accurate records of interventions and activities To be responsible for maintaining an effective filing system for all departmental paperwork and electronic records and delegation for filing within the team To lead on the team's administrative systems and processes and implement improvements to the service on an on-going basis To hold regular team meetings, conduct regular 1:1s, participate in administrative team meetings, service development meetings, and any other relevant meetings across sites as required To maintain confidentiality and manage information sensitively, demonstrate discretion and respect when communicating with patients, colleagues and others To deal with complex information and ensure team members are aware of any issues To be responsible for ensuring that the department is resourced appropriately at all times To identify training and development needs of the administration team To line manager the administration team including sickness absence, appraisals etc Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations and other relevant correspondence To assist with the collection and provision of statistical data as required Receiving and dealing with telephone enquiries as appropriate Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department To implement and maintain excellent standards of practice and regularly evaluate these To ensure protocols and guidelines are developed and adhered to To ensure staff have access and are aware of Trust policies To generate and update statistical and management information including reports as and when required To be able to identify risks within the department and escalate as appropriate To prioritise the demands of the team, managing frequent disruptions and conflicting priorities To maintain a professional and confidential approach to work at all times To analyse and promptly respond to problems or queries as required Communication: In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to administration activities. Take the appropriate course of action and where necessary, liaising with others as appropriate Act with discretion at all times to take and record accurate messages, redirecting queries where suitable Provide effective communication and problem solving both face to face and via telephone Responsible for dealing with highly complex matters which may be highly emotional and highly distressing which may require persuasive, motivational or reassurance skills Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the appropriate person/department Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g., aggressive or demanding behaviour Attend departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively Analytical and Judgemental Skills / Freedom to Act: Ability to make decisions and take actions relating to enquiries/complaints etc. Ability to recognise situations that should be escalated to the appropriate persons Ability to take prompt and appropriate action when dealing with all matters exercising initiative and autonomous judgement which may be highly complex multi stranded situation Planning and Organisational Skills: Prioritise own workload and the workload for the administration team ensuring the provision of an efficient administration service To ensure protocols and guidelines are developed and adhered to Arrange conferences, training including venues and hospitality as required Policy and Service Responsibilities: Work collaboratively as part of the management team Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to Implement changes to working practices for own work area To establish and continue improvement of office information systems and procedures to ensure an efficient and effective service To be aware of technological advances and propose new ways of working in relation to service improvements Responsibility for Financial and Physical Resources: Have a personal duty of care for all equipment and resources used Maintain stock control such as stationery, equipment and uniforms To handle cheques, donations and patient property and forward them to the relevant department Orders stock and stationery, authorised signatory for travel arrangements and meeting expenses Responsibility for Staff: Line manages the administration staff which includes secretaries, clerical and receptionist staff within the team Responsible for the induction and training of all new members of staff Demonstrate own activities to new / less experienced staff Take a lead role in the recruitment of administration staff Responsibility for Information: Transcribe minutes of meetings, case conferences as required To develop and maintain an efficient filing system Prepare documentations such agendas, presentation, patient leaflets etc. using a range of IT software Be responsible for confidentiality in line with Trust policy and procedures Ensure data is accurately inputted using a variety of Trust IT systems in a timely way Strictly adhere to Caldicott and the Data Protection Act Ensure all information held is kept up to date Be responsible for the quality of information Photocopy, scan and distribute documents as required Shred and destroy confidential documentation in line with Trust policy Provide information / produce reports as appropriate Input staff information into the Electronic Staff Record (ESR) adhering to confidentiality and only accessing the information required to fulfil the role/task Research and Development: Undertake surveys and routine audits of own work as and when required