Office Manager

Job summary The Health Care Operations Department are looking to recruit an Office Manager within the Admissions Team based at the RAEI site, Wigan.You must have the ability to work on your own, able to show you have initiative, have a flexible approach, a self-motivated outlook, attention to detail, excellent record keeping ability and a high level of communication skills.You will be working per week.
The service operates Monday - Friday 0730-1800 on a rota basis.
You would be expected to work hours within these times as agreed, however it is necessary to be flexible and able to adapt quickly to change and altering work patterns.This post may close early once enough applications have been received.
Main duties of the job As Office Manager you will provide and manage an efficient, flexible and responsive administrative function whilst supporting clinical staff in the delivery of effective Inpatient booking services.
The post holder will be expected to organise their own workload and oversee that of the Team Leader and booking teams within Admissions.
You will be responsible and accountable for the management of the Booking Office Team Leader and the Admissions Clerks.To deliver all targets and deadlines ensuring that Patients interests and benefits remain central to its function.
To evaluate staff training and development needs to achieve a highly motivated, well trained team that meets the requirements of the service.
About us Choose Well - Choose WWLWrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas.
At WWL, we value our staff believing that 'happy staff, makes for happy patients'.
We have a recognised track record in staff engagement and living our values 'the WWL Way'.WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity.
With this in mind we are seeking to recruit people who share our values and beliefs.COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings.
Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated.
If you are unvaccinated there is helpful advice and information available by contacting where you can also ask about how to access vaccinations.
Job description Job responsibilities Key results from the job holder To be responsible for the direct management and support of the booking administration staff.To be responsible for the management, implementation and validation of processes within the booking office, ensuring that new policies and procedures are implemented and monitored in a timely and accurate manner.
Planning and Organisational Duties To be responsible for highlighting the capacity and demand issues associated with necessary template changes for future planningTo undertake recruitment and selection of staff within the Booking teamsTo undertake specific projects as identified regarding the provision of the booking serviceTo take responsibility for answering and investigating complaints or incidents by completing the necessary documentation including the implementation of any action plans.The co-ordinating of annual leave, maintaining accurate staff records and sickness and absence rates.Take responsibility for ensuring that effective communication skills, written or face to face, result in a positive outcome.To monitor systems and procedures ensuring that both written and electronic information is recorded accurately to ensure compliance with targets and standards.Utilise the Trust IT resources appropriately in adherence to all policies and procedures Communications and Key Working Relationships To represent the department at meetings deputising when necessary for appropriate managersTo actively promote internally and externally to the Trust good communication links with all disciplines of staff within associated organisations.To actively support and promote within the department, the modernisation programmes linked to Booking and Choice, Choice and Access and other National directives.Display a professional attitude at all times when dealing with the general public and colleagues alike.
Responsibility for Finance To take an active role in the management of the cost effective use of departmental resources whilst delivering the serviceTo be responsible for the management of staff resources to maximise efficiency within the agreed budget levels.Oversee stationary ordering to ensure adequate stocks are maintained Responsibility for Human Resources To monitor individual staff performance initiating action plans where necessary to record progress in line with HR policy.To co-ordinate and participate in the Performance review and objective setting processDisseminate information from all levels within the team in a timely and accurate manner ensuring good communication links.Cover colleagues where necessary in order to maintain the level of serviceAdhere to Trust Policies, Procedures and Guidelines and provide HR information for the department regarding any relevant changes.Ensure compliance with mandatory training requirements in accordance with Trust policy Responsibility for Teaching Recognise and accept responsibility for own personal developmentPromote and facilitate the need for ongoing learning to encourage all members of staff to have the opportunity to train and developEnsure the effective induction and training of staff and work experience placements, carry out personal appraisals for all staff in line in accordance with the Trust policy.To identify developmental needs with objectives reflecting those of the department.To provide supporting documentation, training manuals, awareness session etcTo identify and support ongoing development that contributes to individual goals and to those of the department, making staff aware of any in house training or any alternative developmental opportunities.
Responsibility for Health & Safety To comply with all Health and Safety issues taking a proactive role by managing the Health and Safety of themselves and others at all times where practically possible.To take individual responsibility for managing risks within their own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.To actively report all incidents via DATIX in a timely and accurate manner.To ensure all faults or incidents are reported and the appropriate action taken to safeguard themselves and others where practicably possible.Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions.
This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Person Specification Knowledge Essential To be aware of confidentiality issues Demonstrate knowledge of healthcare systems and processes To have a sound understanding of general office policies and procedures Confidence in dealing and negiotating with senior managers and clinicians Understanding of NHS infrastructure and partnership health care organisations Political awareness Skills Essential Good Organisational Skills Demonstrate good communication / team and interpersonal skills Ability to adapt and prioritise work as required to provide a more effective and efficient serviceTo have the skill to use varying computer / office systems Leadership skills Ability to motivate staff and teams Team worker - To facilitate and co-ordinate information To have the skill to use varying computer / office systems Numerate and innovative skills Excellent verbal and written communication skills enabling effective communication with a wide range of staff and different levels within the trust Passion for continuous quality improvement Excellent time management and organisational skills to manage own and workload and that of others Ability to analyse problems and to develop practical and workable solutions to address them Ability to work under pressure and meet deadlines Ability to work unsupervised Qualifications Essential Diploma/Level 4 qualification or equivalent level of knowledge/experience Evidence of continued professional development Desirable EDCL or equivalent To hold supervisory / managerial 1st line qualification Experience Essential To have experience in staff supervision and staff personal development Knowledge of HR policies and procedures Proven achievement in a supervisory role within Patient Administration Dept or clerical management To have experience in staff management, supervision and staff personal development Experience of personal accountability for service delivery Experience in management role managing staff, resources & planning Experience of working in a changing environment Ability to work on own initiative to problem solve and prioritise Additional Essential Maintain Health and Safety standards in the work place Must be able to work flexibly and where appropriate cover annual leave or sickness.
Speak English to an appropriate standard relevant to their role, with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation