Office Lead

4 weeks ago

Basingstoke, Hampshire, United Kingdom Hampshire Hospitals NHS Foundation Trust Full time

Job Summary

This role is open to applicants currently working within an NHS Trust within the Hampshire and Isle of Wight Integrated Care System (HIOW ICS).

We are seeking a highly organized and proactive Office Lead to support our Microbiology Lab team, Microbiology Clinicians & Managers, and the OPAT team. This role requires a dynamic individual with secretarial skills and the ability to manage two reception staff effectively.

Main Duties of the Job

Administrative Support: Provide comprehensive administrative support to the Microbiology Lab team, Microbiology Clinicians, Managers, and the OPAT team. Assist in the preparation of reports, correspondence, presentations, and meeting materials.

Reception Management: Oversee the daily operations of the reception area, ensuring a welcoming and efficient environment. Manage and provide guidance to two reception staff, ensuring a high standard of customer service and professionalism.

Communication Coordination: Serve as the primary point of contact for internal and external communications. Facilitate communication between lab personnel, medical staff, and external stakeholders to ensure seamless collaboration.

Office Operations: Proactively manage office supplies, equipment maintenance, and other logistical tasks to ensure the smooth functioning of the office. Implement and maintain organizational systems to improve efficiency and productivity.

Scheduling and Coordination: Manage complex calendars for the Laboratory team, and the doctors, including using HealthRoster to record shifts and annual leave, scheduling meetings, appointments, and events. Also, liaise and organize Junior Doctor rotations.

Data Management: Maintain and organize confidential records and databases. Ensure accuracy and completeness of documentation and assist with data entry and analysis as required.

About Us

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester, and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.

We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.

The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.

Job Responsibilities

Happy to Talk Flexible Working - all requests for flexible and part-time working will be considered.

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

Person Specification

Education/Experience

Essential

  • A-levels or experience in an admin role of > 2 years
  • Minimum level 4 in English and Maths at GCSE
  • Experience of Word, Excel, and PowerPoint

Desirable

  • Use of HealthRoster
  • Use of E-RS advice and Guidance

Experience and Knowledge

Essential

  • Understanding of the need for confidentiality
  • Working knowledge of Microsoft Office systems, including the ability to use Excel for formulas
  • Experience of organizing and minuting meetings
  • Line manager experience

Desirable

  • Knowledge of basic medical terminology

Skills & Ability

Essential

  • Able to demonstrate a methodical approach to solving problems
  • Able to train/mentor more inexperienced members of staff

Desirable

  • Experience of using HealthRoster
  • Experience of using e-Referral Service Advice & Guidance

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