Office Manager Visa Sponsorship Uk

Job Description

Job Summary

An interesting opportunity exists for an eager individual to take on the post of Office Manager at Heartlands Hospital.

The job holder will be responsible for line managing a group of Medical Secretaries throughout Heartlands, Solihull and Good Hope Hospitals, monitoring appraisal compliance and ensuring obligatory training is up to date. You will also be expected to provide secretarial support to the team.

You will collaborate closely with the Operational Team to regularly assess internal and external targets and standards for data quality and performance. You will also be responsible for promoting and encouraging a culture of continuous improvement among the Secretarial team.

The post holder will be responsible for a significant amount of HR work, thus expertise managing a large group of employees is required. You will be responsible for managing and monitoring sickness absence, sending employees to Occupational Health, and conducting sickness absence and well-being meetings up to and including stage 3. In addition, you will be responsible for recruitment and selection, rota management, yearly leave approval, and handling any day-to-day staffing issues that arise.

The work is hectic and at times difficult, so we are searching for a well-organized individual with extensive expertise in staff management.

Main responsibilities, tasks, and abilities required

To guarantee that the workload is planned and carried out efficiently, on time, and in compliance with all policies, regulations, and guidelines.

Line manage administrative workers; plan and coordinate staff rotas, annual leave and administration staff recruitment while ensuring adequate resource levels are maintained.

Hold frequent team meetings, perform regular 1:1s, participate in administrative team meetings, service development meetings, senior management team meetings, and any other relevant meetings across sites as needed.

To develop and update statistical and management reports as required.

Prioritise team expectations, manage frequent disruptions, and opposing priorities.

About us.

We are acknowledged as one of the UK’s leading NHS Foundation Trusts. Our aim is to Build Healthier Lives, and we understand that we will require exceptional employees to achieve this.

Our dedication to our employees is to offer the ideal environment for them to work, and we are dedicated to:

Investing in the health and well-being of our employees, including a commitment to provide flexible working arrangements when possible;
We provide our employees with a wide range of training and development options to help them achieve their personal and professional goals.

UHB is committed to ensuring that our employees are treated fairly and feel like they belong by providing a friendly and inclusive atmosphere. This is about equal opportunity; eradicating all barriers, including prejudice, and ensuring that each individual member of staff reaches their full potential, achieves their goals, and thrives in their jobs. This isn’t just words. We’re taking action. Our dedication to an inclusive culture is embedded at all levels of the organisation, where every voice is heard, and is pushed by our varied and active staff networks, as well as the Fairness Taskforce, which is managed by our CEO. We foster a culture that encourages employees to oppose discriminatory behaviour and allows people to contribute their “full self” to a kinder, more connected, and bolder place to work.

University Hospitals Birmingham is a smoke-free hospital.

Job Description

To plan the day-to-day workload and ensure it is carried out efficiently within the appropriate timelines, depending on the ever-changing needs of the service.

To organise and organise employee rotas and yearly leave.

To actively participate in Senior Management Team meetings and be part of strategic and organisational planning in order to deliver services within acknowledged frameworks and ensure a fully coordinated and supportive administrative team for the service/department.

Maintain accurate records of interventions and activities in accordance with record-keeping standards.

Responsible for maintaining an effective filing system for all departmental material and electronic documents, as well as delegation of filing within the team.

To oversee the team’s administrative systems and processes, as well as deliver ongoing service improvements.

Hold regular team meetings, perform regular 1:1s, engage in administrative team meetings, service development meetings, and any other relevant meetings across sites as needed.

To maintain confidentiality and manage sensitive information, display caution and respect when speaking with patients, coworkers, and others.

Deal with difficult information and ensure team members are informed of any issues.

To ensure that the department is suitably resourced at all times.

Identify the training and development needs of the administrative personnel.

To line manage the administration team, including sickness absences, assessments, etc.

Knowledge and use of different Microsoft Office software programmes, including Outlook, Word, PowerPoint, Excel, and Access (database), to produce letters, presentations, and other related correspondence

To help in the collecting and provision of statistical data as needed.

Receiving and dealing with phone inquiries as appropriate.

Participate in the adoption of new technologies and working processes to ensure the seamless operation of the department.

To implement and maintain strong standards of practice, and to routinely evaluate them.

To ensure protocols and guidelines are devised and followed.

To ensure that employees have access and are aware of Trust policies.

To develop and update statistics and management information, including reports as required.

To detect risks within the department and escalate as required.

Prioritise team expectations, manage frequent disruptions, and opposing priorities.

Always keep a professional and confidential approach to work.

To assess and swiftly reply to problems or concerns as needed.

Communication:

Respond to inquiries and incoming calls positively and immediately, while remaining courteous and professional. Deal with routine inquiries about administrative tasks. Take the right course of action, and where necessary, liaise with others as needed.

Act with judgement at all times to take and record accurate messages, redirecting requests as appropriate.

Provide good communication and issue resolution both face to face and over the phone.

Responsible for dealing with very complex situations that may be highly emotional and distressing, requiring persuasive, motivating, or reassurance skills.

Liaise with members of the public as needed regarding concerns, utilising tact, sympathy, and diplomacy to acquire important information and ensure that it is accurately and swiftly conveyed to the proper person/department.

When talking by phone or in person, be sympathetic and sensitive to the needs of staff and service users, especially dealing with a challenging situation, such as aggressive or demanding behaviour.

Attend department meetings on a regular basis. Contribute to developing good teamwork by exchanging perspectives, ideas, and communicating effectively.

Analytical and judgemental skills / Freedom to Act:

Ability to make judgements and take steps in response to inquiries/complaints, etc.

Ability to detect issues that should be escalated to the relevant people.

Ability to take prompt and suitable action while dealing with all concerns, exercising initiative and autonomous judgement in a very complicated multi-stranded situation.

Planning and Organisational Skills:

Prioritise your personal workload as well as the workload of the administration team to ensure that the administration service is efficient.

To ensure protocols and guidelines are devised and followed.

Arrange conferences, training, locations, and hospitality as needed.

Policy and Service Responsibilities:

Work constructively as a member of the management team

Work within and keep up to speed with National and Trust legislation, guidelines, policies, procedures, protocols, and code of conduct, and ensure they are followed.

Implement adjustments in working techniques for your particular work area.

Establish and continuously enhance office information systems and procedures to provide efficient and effective service.

Be informed of technical advancements and offer new ways of working in regards to service improvements.

Responsibility for Financial and Physical Resources:

Maintain a personal duty of care for all equipment and resources used.

Maintain stock control for stationery, equipment, and uniforms.

Handle cheques, donations, and patient property and forward them to the appropriate department.

Orders stock and stationery; authorised signatory for travel and meeting expenditures.

Responsibility for Staff:

Line controls the administration workforce, which comprises secretaries, secretarial and receptionists in the team.

Responsible for inducting and training all new staff members.

Demonstrate own activities to new or less experienced colleagues.

Take the initiative in the recruitment of administrative workers.

Responsibility for Information:

Transcribe minutes from meetings and case conferences as needed.

To create and maintain an effective filing system.

Prepare documents such as agendas, presentations, patient pamphlets, etc. utilising a range of IT software.

Be responsible for confidentiality in accordance with Trust policy and procedures.

Ensure that data is appropriately entered into a number of Trust IT systems in a timely manner.

Strictly follow Caldicott and the Data Protection Act.

Ensure that all information held is up to date.

Take responsibility for the quality of information. Photocopy, scan, and distribute documents as needed.

Shred and destroy confidential documents in accordance with Trust policy.

Provide information and prepare reports as needed.

Input staff information into the Electronic Staff Record (ESR), maintaining confidentiality and only accessing the information required to accomplish the role/task.

Research and development:

Conduct surveys and routine assessments of their own work as needed.

Person Specification

Qualifications

Essential

Degree in Business Administration or a similar discipline, or equivalent work experience and training.

Desirable

* GCSE mathematics and English

Administrative qualifications.

Experience

Essential

* Experience interacting with the public/customer service

* Experience working in an administrative function with a proven track record of problem solving and team management.

* Experience managing complex diaries utilising your own judgement when dealing with conflicting appointments and priorities.

* Proficient in using a variety of Microsoft Office packages (e.g., Word, Excel, and Outlook).

* Worked autonomously in a hectic setting, using judgement and decision-making skills.

Desirable

Experience with IT systems
Experience working in healthcare.

Additional Criteria:

Essential

* People management experience

* Excellent communication and customer service abilities, both written and vocal, displaying sensitivity and compassion

* Excellent keyboard/IT skills to ensure correctness.

* Highly developed prioritisation skills

* Meeting planning and coordination, including minute transcription

* Effective time management abilities

* Able to respond professionally to inquiries from staff, patients, and visitors.

* Confidentiality and tact are important when interacting with

* people at all levels, including the most complex and sensitive information

* Ability to pay attention to detail when there are predictable breaks in the work pattern.

* Capability to handle stressful events and delicate topics.

* Ability to work under pressure, meet deadlines, and adjust to changes in demand and workload.

* Work efficiently and adaptably as part of a team to meet the needs of the services.

* Confident in dealing with people on all levels.

* Demonstrate understanding of equality and diversity.

* A mature, open, and flexible approach to work

* Displays care and compassion.

* Effective interpersonal and communication abilities.

* Good organising skills

* Team Player.

* Conscientious

* Shows reliability, motivation, and commitment.

* Capability to travel to several locations.

* Capable of working under pressure and dealing with tough situations.

Disclosure and Barring Service Check

This position is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, which requires a Disclosure application to be submitted to the Disclosure and Barring Service (previously known as CRB) to check for any past criminal conviction.

Certificate of Sponsorship

applicants from job seekers who require existing skilled worker sponsorship to work in the UK are encouraged and will be reviewed alongside all other applicants. For further information, visit the UK Visas and Immigration page.

From April 6, 2017, skilled worker applicants requesting for entrance clearance into the UK were required to show a criminal record certificate from each country where they had lived continuously or cumulatively for 12 months or more in the previous ten years. This requirement also applies to adult dependents (those over the age of 18).Guidance can be found here. Criminal background checks for international candidates.

For assistance with your application, contact:

Deena Preece

deena.preece@uhb.nhs.uk

07917050283