Office Systems Manager
| Dyddiad hysbysebu: | 29 Gorffennaf 2025 |
|---|---|
| Cyflog: | £37,259.00 i £45,356.00 bob blwyddyn |
| Gwybodaeth ychwanegol am y cyflog: | £37259.00 - £45356.00 a year |
| Oriau: | Llawn Amser |
| Dyddiad cau: | 11 Awst 2025 |
| Lleoliad: | London, EC1R 0JG |
| Cwmni: | NHS Jobs |
| Math o swydd: | Cytundeb |
| Cyfeirnod swydd: | C9220-25-0523 |
Crynodeb
Communication and Reception To provide a warm, welcoming and professional reception for all clients, their families and visiting professionals from 8.30am to 5pm daily. To provide a courteous and professional response to telephone enquiries from clients, carers and professionals providing non-clinical information whilst exercising judgment to ensure that all the relevant personnel are given the necessary information. To provide appropriate advice to queries via the Helpline, to log the call or email and to involve the clinical team as appropriate. To take telephone messages, including voicemail and distribute them by email. To support as necessary with the email correspondence to the central Centre email account, responding or forwarding to the therapy team, making judgments involving complex facts or situations which require the analysis, interpretation and comparison of a number of situations. To ensure that clients with particular needs are identified and clinical staff are informed immediately. To use own initiative and work unsupervised, maintaining appropriately high standards. To maintain intense concentration on tasks in an environment where there are competing demands for attention. To keep the reception waiting area tidy and secure, ensuring all displayed information is kept up to date and monitoring the cleanliness of the toys. Administration To be familiar with the office electronic administration systems. To implement, update and monitor the teaching course bookings and payment systems, including: Monitoring card payment bookings via Tickera on MPC website and entering into the bookings spreadsheet. Monitoring bookings via invoice, sending links to set contacts up as suppliers and liaising to obtain purchase orders. Entering teaching invoices onto monthly NHS Finance spreadsheets and submitting to the finance department in a timely fashion. Notifying the Business Development Manager and the teaching team of booking numbers Entering SLT details onto teaching database, e.g. Mailchimp or similar. To oversee the administration of the private assessment and therapy service: Ensuring the database of private clients is maintained. Arranging and monitoring card payments and informing the clinical team. Undertaking other duties as the private service is developed. To oversee and support the admin team with office duties as necessary, including: Processing incoming and outgoing mail, date-stamping documentation as necessary. Monitoring issues related to the building and submitting requests for support from the Estates or Security department as necessary. Monitoring visitors to the Centre including Estates staff and ensuring signing in/out. Managing the issue and return of security fobs to visitors to the Centre. Recording incidents using the Datix system. Ensuring cover for other administrative staff in the department (own workload permitting) during periods of absence through annual leave and sickness. Overseeing administrative volunteers as required. Procuring of stationery and equipment via the electronic procurement system PECOS, ensuring sufficient stock is maintained and receipting deliveries of orders on PECOS. To oversee and support the admin team as necessary with the appointment booking systems, including the following: Maintenance of the clinical room on-line booking diary, entering assessment appointments and alerting the team of cancellations and double bookings as appropriate. Maintenance of the MPC caseload database, producing reports for the Head of the Centre as required. Receipting electronic, email, telephone and paper referrals, acknowledging, seeking further information (including telephoning families as appropriate) and entering on to the database and the RIO system as appropriate. Monitoring the Patient Tracker List for long waiters. Reporting referral numbers to the Head of the Centre on a monthly basis. Booking and confirming assessment and entries into the online dairy and RIO. Sending assessment appointments and information as required, liaising with the clients, families, referring speech and language therapists, the Research Administrator and with the Interpreting and Advocacy Service of Whittington Health and making bookings as necessary. Maintaining the database outcome and discharge details. Distributing copies of clinical reports and letters as required and upload to RIO once parental consent gained. To oversee and support the admin team with clinical NHS financial systems, including: Submitting funding applications to commissioners of childrens and adults services, following up on approvals and ensuring the information is disseminated promptly to the specialist team Completing purchase order & invoice for therapy onto NHS Finance spreadsheets & submitting to the finance department in a timely fashion. To arrange archiving of old paper records and requesting retrieval of archived files from Iron Mountain as required. General To assist in preparing the Centres facilities for clinical use, including opening up and closing the Centre and its rooms on a daily basis. To attend training including attendance at mandatory and other training courses as required, including Level 1 and 2 Child Protection. To assist in training and integration of new, temporary and permanent members of staff. To respond to activated panic alarms which are situated in all clinic rooms and accessible toilets, and to ensure the Head of the Centre is informed of all activities. Any other reasonable duties as directed appropriate to grade.