Office Manager (XN04)
Job Description
Job summary
We are a dynamic and innovative Medical Illustration Service of 43 staff, dedicated to providing high-quality clinical photography, PR photography, video, ophthalmic imaging, design, patient information, clinical forms and staff portrait photography.
We are seeking a proactive and supportive Office Manager to join our team and ensure smooth operations within our service.
We are looking for an administrative maestro, to provide comprehensive support to the management team, who embodies the following qualities:
Positive Attitude: You approach tasks with enthusiasm and a can-do attitude.
Collaborative: You work well with others and contribute to a team-oriented environment.
Respectful: You treat colleagues and clients with respect and professionalism.
Proactive: You are always on top of tasks and anticipate the needs of the team.
Supportive: You provide assistance and support to ensure the success of the team.
What We Are Looking For:
Proven experience in office management or a similar role.
Excellent organisational and time-management skills.
Strong communication and interpersonal skills.
Ability to handle multiple tasks and prioritise effectively.
Proficiency in Microsoft Office Suite and other relevant software.
Experience in a medical or healthcare setting is a plus.
Experience at a supervisory/senior secretary/administrator level in a healthcare environment.
Appropriate typing/IT qualification or equivalent
Main duties of the job
Support the management team with diary management and meeting planning.
Take minutes of meetings and ensure accurate documentation.
Coordinate photography bookings for clinical, PR, and staff portrait photography.
Book and send patient appointments and facilitate requests for images.
Manage salaries and wages, ensuring timely and accurate processing.
Oversee attendance management and provide reception cover during absences.
Line management.
Plan and conduct 1:1s and appraisals for team members.
Assist in recruitment and undertake recruitment administration.
Ensure clinical correspondence and administrative tasks are maintained to meet internal and national standards/targets.
Implement and reinforce Trust and departmental policies, protocols, and procedures.
Provide non-clinical advice and information to colleagues, patients, and their families.
Ensure compliance with Health & Safety, Data Protection, and confidentiality.
Facilitate document management on Q-pulse (document management system)
Why Join Us:
Be part of a supportive and innovative team.
Opportunity to make a meaningful impact in the healthcare sector.
Competitive salary and benefits package.
Professional development and growth opportunities.
If you are a positive, collaborative, and proactive individual looking to make a difference, we would love to hear from you. Apply now to join our team and help us continue to provide exceptional services.
About us
Medical Illustration covers Photography, Video, Design, Patient Information, Ophthalmic Imaging and Virtual Clinics and is part of the Leeds Teaching Hospital's NHS Trust.
Leeds Teaching Hospitals NHS Trust is one of the largest and busiest acute hospital trusts in the UK.
The Trust has a budget of £1.4 billion and employs more than 21,000 staff. Last year, we treated more than 1.7 million patients.
Our care and clinical expertise is delivered from seven hospitals on five sites, and they are all joined by our vision to be the best for specialist and integrated care.
We play an important role in the training and education of medical, nursing and dental students, and we are a centre for world-class research, innovation and pioneering new treatments.
Our hospital sites:
Leeds General Infirmary
St Jamess University Hospital
Seacroft Hospital
Wharfedale Hospital
Chapel Allerton Hospital
Leeds Childrens Hospital
Leeds Dental Institute
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
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 ...
