Office Manager
Job summary
An exciting opportunity has arisen within the Diabetes & Endocrinology service. We are looking to recruit a proactive, experienced and highly motivated individual to join our fast paced Care Group, providing support to the Head of Operations, General Service Manager and Assistant Service Manager based at Aintree Hospital.
The post holder must possess previous experience working operationally in an NHS setting and have excellent organisational skills, a high level ofcompetency in using Microsoft Office and ability to interrogate IPM, LIGHT and other IT systems and to work under pressure, prioritisingworkloads and meeting Trust and National deadlines.
Proven experience in management of a large number of staff would be beneficial, as the role requires line management and co-ordination ofadministration and clerical staff with varying aspects of roles across several areas. Previous experience of appraising staff would also bebeneficial.
Main duties of the job
The office manager will work closely both with management and admin teams within the care group. You will be expected to develop effective working relationships with colleagues both within and outside of the care group to help our improve outpatient performance.
Specific duties include producing and developing reports for outpatient targets, Referral To Treatment (RTT), new and follow up waiting lists andpartial booking reports and previous knowledge of managing outpatients and RTT Patient Tracking Lists (PTL) therefore would be essential.
You will work closely with the Medical Roster team to ensure Consultant, Middle grade and junior doctor cover is adequate for both outpatients and inpatients, to safely meet the needs of the service. You will be responsible for collating Junior Doctor rotas using Allocate, annual leave foradmin and secreterial staff, along with ward cover and on call rotas across the department.
This is a busy role and the post holder should be able to use their own initiative, manage a busy workload and work effectively with other teammembers in a busy fast paced environment.
About us
NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.
We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.
We operate from five hospital sites:Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Heart and Chest Hospitalprovide specialist services incardiothoracic surgery,cardiology and respiratory medicine, both in the hospital and out in the community.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.
Job description
Job responsibilities
To provide effective day to day management of the clerical and secretarial functions within the directorate, including the management of rotas, ensuring the provision of a quality service that is properly integrated to meet directorate and service requirement, remaining within set financial budgetallocations and ensure adequate cover at all times.
To assist the Clinical Lead and the Operational Management Team with Directorate issues asappropriate, including those relating to medical staff e.g. management of all leave using local area processes, as well as undertake return to work interviews in line with the organisational policies.
Inducting rotational medics into the department and the three Diabetes & Endocrinology wards at 4 points during the year (February, April, August, December) ensuringcollaborate working with the medical complianc team to fill any rotational gaps.
Ensuring medics meet their training requirements for your area establish what their training needs are with consultant supervisor support, clinics, and plan sessions within the rotas as needed.
Arranging IT training accounts for new starters including medics and admin team
Backfill medical gaps within your area once notified by medical compliance and ensuring you liase with ASM and GSM for approval.
Liasing with medical roster regarding medics rotas and ensuring all rota clashes are identified before the start of the rotations
Ensuring all ward rotas covering ward 20,21 and 25 are safely staffed with medics. Liasing with the Clinical Lead regarding oncall gaps to ensure advanced cover.
Review 52 week + 18 week PTL validation weekly. Managing waiting times for new and follow up patients, ensuring effective utilisation of clinic slots tomeet RTT targets in conjunction with following the trust access policy. Conducting Appraisals for administrative staff
Ensuring mandatory training for your area is kept up to trust target
Conducting return to work meetings with staff in conjunction with the trust sickness/absence policy
Ordering stationary via the Oracle system or NHS supply chain and raising receipts as and when needed.
Competent in using a range of system platforms notably, Allocate, IPM, ADT, ICE, EPRO, Cohort, Greenlight, ESR, ERS, EPOC, PENS, Oracle,Cloud, LIGHT, and Appraisal system.
Ensure arrangements in place to co-ordinate Consultant, Middle Grade and Junior medical staff leave,
study leave and teaching sessions and ensure locum cover in place for sickness absence whererequired.
Preparation and circulation of Consultant, Registrar, IMT-F1 staff on-call rotawhere required, and follow up day-to-day queries regarding rotas.
To liaise with the Trust Medical Staffing Manger in order to support medical staffing within the Divisionof Medicine where possible.
Assist with induction of medical staff, production and distribution of induction packs.
To support the Clinical Lead and the Operational Management Team in developing new ways ofworking, re-evaluate admin processes and the workforce to ensure practices which are consistent withthe Trusts Service Improvement Strategy.
To ensure that an effective system of communication exists with clerical, secretarial and all other staffwithin the directorate, with other internal directorates/departments and external agencies and to ensurethe appropriate flow of information with adherence to the Caldicott principles
Organise various meetings with agendas on behalf of the directorate i.e Governance, S&G for admin team, attend, take and transcribe minutes of these meetings.
Person Specification
Knowledge
- Finance Management - Knowledge of NHS budgetary / financial procedures
- Knowledge of budgetary / financial systems
- Understanding of the requirements of Data Protection and Patient Confidentiality
Experience
- Demonstrable experience in managing a Team of Staff
- Extensive experience administrative / clerical gained in a busy office environment
- NHS experience
- Experience of using Hospital IT systems
- Experience of working in a Customer / patient focused environment
- Recent experience to demonstrate proficiency in Microsoft Word, Excel and Access
- Experience of independently managing a varied workload to meet demanding deadlines
Qualifications
- RSA level 3 or equivalent
- NVQ Level 3 Business Administration/equivalent
- Introduction and Intermediate Level Word, Excel and Access Certificates
Skills
- Excellent interpersonal and communication skills
- Ability to establish and maintain professional relationships internally and externally
- Ability to organise own work and to demonstrate initiative required to ensure all tasks are complete
- Ability to undertake training of Admin Staff within the department
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.
Employer details
Employer name
Liverpool University Hospitals NHS Foundation Trust
Address
Aintree
Lower Lane
Liverpool
L9 7AL
United Kingdom
Employer's website
https://www.liverpoolft.nhs.uk/