Office Manager (Medical Illustration) (XN04)
| Posting date: | 08 May 2025 |
|---|---|
| Salary: | £26,530.00 to £29,114.00 per year |
| Additional salary information: | £26530.00 - £29114.00 a year |
| Hours: | Full time |
| Closing date: | 29 May 2025 |
| Location: | Leeds, LS9 7TF |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9298-RAD-0245A |
Summary
JOB PURPOSE/SUMMARY The post holder will assist in the organisation and prioritisation of the Departmental teams workload. They will support and work with the Team in order to provide a comprehensive medical secretarial and/or secretarial service, ensuring the delivery of a coordinated and consistent operational management service. The post holder will be required to support and sustain the departments practice reviewing and implementing agreed administrative protocols, processes and procedures in line with service needs. The post holder may be required to supervise and manage a secretarial and clerical team. They may be required to assist in the recruitment, administration and selection of secretarial and clerical staff. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. They will support and administer processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. The post holder may be required to cover for colleagues during absence and work flexible hours when necessary. The post holder may be responsible for the day to day management of the secretarial team and provide training to ensure a full and effective secretarial service is delivered. Where necessary the post holder will take responsibility for the recruitment and selection process, initiating grievance and disciplinary procedures, staff training and allocation of work in the department including reviewing work performance and progress. The Trust requires that all members of staff are appraised on a yearly basis and the post holder may be responsible for the appraisals for the allocated team members. The post holder may 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 will be responsible for ensuring clinical correspondence and administrative tasks aligned to a consultants/Departments practice are maintained to ensure that internal and National standards/targets are met. The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Work closely with the Departmental team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service. Support the work of the wider team by involvement in the establishment, review and monitoring of practice and office systems. Respond to written and telephone enquiries and personal callers in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up actions. Be responsible for implementing and reviewing policies and procedures in the department. Assist in the recruitment of permanent members of staff including short listing, interview and pre-employment checks. Assist in the recruitment of temporary staff. Carry out induction and mentoring for new and temporary staff as required. Training of all permanent and temporary secretarial and administrative staff, in general office practices and procedures, checking their work and allocating work to ensure the most urgent work is given priority. Monitor annual leave and flexible working hours records, reconciling leave booked with leave taken and resolving any anomalies. Monitor and record sick leave, completing employees statement of sickness and carrying out return to work interviews where appropriate. Produce and maintain monthly attendance records electronically for the salaries and wages department. Be responsible for holding departmental staff meetings including team briefing. Be responsible for office reorganisation when necessary. Carry out annual risk assessment of offices and work stations and monitor on a continual basis. The Trust requires that all members of staff are appraised and have a Personal Development Plan review on a yearly basis and the post holder will be responsible for the appraisals and PDPs for the allocated team members. Monitor and ensure fire lecture attendance. As the authorised signatory, be responsible for stock control, stock and non-stock ordering and ensure that arrangements are made for all faulty equipment to be repaired in a timely manner. As the authorised signatory be responsible for the departmental Trust fund, e.g. receiving and depositing donations, applying to Charitable Funding for release of monies. Correlate, prepare and present departmental statistics on a regular and ad hoc basis. Draft standard letters on behalf of the Department for appropriate checking and signing. Receive sensitive and complex reports/documents for transcribing. Receive, find and file correspondence/reports, which may include X Rays, test/investigation results, in a timely manner, escalating the issue or liaising with senior colleagues as appropriate. Compile and collate data from various sources, including assembling information as required. Develop databases and spreadsheets, inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint presentations. Work as part of the secretarial/administrative team when necessary, providing cover where appropriate, in discussion with the line manager. Organise regular and ad-hoc meetings as required; arranging venue, accommodation, travel and catering, preparing agendas, assembling documents, taking, transcribing and distributing minutes as appropriate and chasing Action points. Other duties may include: Maintain senior staffs diaries on a day to day basis. Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s. Be responsible for the administrative process for the admission of patients and liaising with appropriate colleagues to achieve the smooth and timely admission of the patient. Give support to ensure effective running of all clinics, carrying out tasks such as taking to and collecting from the clinical areas all information relevant to patients attending that clinic.