Job summary
26 hours per week.
We are looking to recruit a highly motivated and
enthusiastic Office Manager to join the Community Mental Health Service (CMHS), currently
based at Cumberland Centre.
The CMHS works with
service users who have a range of mental health difficulties. We are a multi-disciplinary
team of Consultant Psychiatrists, Psychiatric Nurses, Occupational Therapists,
Psychologists, Support Workers and other key professionals.
As Office Manager you will line manage a small team of administrators and maintain an organised and efficient office environment. Excellent administration in the Community Mental Health Service is vital to our service users and to the smooth running of the clinical team.
"Please note that this role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility"
Main duties of the job
Your role will be to
support the mental health team and Clinical Team Manager with duties including MDT
minute taking and actioning outcomes appropriately, arranging and re-scheduling
of appointments, maintaining accurate and up to date patient files on SystmOne,
and report monitoring. You will also lead and line manage a small team of administrators/receptionists. As such, we require someone with experience
of office administration/secretarial work, proficient in efficient, precise and
accurate record keeping and someone with experience of supervising a team.
The post requires excellent communication and organisational skills, good time
management, and the ability to prioritise own workload, working under your own
initiative. You
will need a positive attitude towards people experiencing mental health
problems and have excellent customer care skills.
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
Key Tasks and
Responsibilities of the Post
Delivery/Management of Service
Provide
support to customer and visitor reception areas when required, acting as the
first point of enquiry, updating SystmOne appointment calendar with arrivals/DNAs, sign
posting individual to relevant information / service.
Promote
the image of the department, checking that notices and leaflets are up to
date & well presented.
Ensure that
all complaints, compliments, concerns, comments and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately, supporting other staff where necessary.
Respond to
telephone, email and written queries on behalf of the team including call
handling where appropriate. Recording
all contacts on SystmOne and taking/directing messages.
To produce
informal and formal minutes as an accurate record of meetings, transcribing
and distributing as directed. This includes mini-MDT, weekly MDT and Triage Meetings.
Deal with all
referrals/e-referrals directed to the team e.g. Refer to MDT, upload
documents, accept/decline referrals, request any additional information from
referrers etc.
Maintain
accurate and timely electronic and hard copy information e.g. DQ errors,
updated G drive information (ensuring ease of access/retrieval as
appropriate) and in line with policies.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Ensure
that all office support services e.g. post, scanning, filing, photo copying,
are delivered in a timely manner.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales
Team Support
Support
Clinical Team Manager with diary management, information/data gathering, document
production (e.g. flow charts), updating ESR with supervision
records/appraisals and ad-hoc requests for support.
Manage personal alarms on behalf of team, including assigning devices, maintaining records
and usage reports, prompting team to test regularly etc.
Assist
Clinical Team Manager with e-Roster management. Liaise with management team regarding
annual leave, time owing, overtime and input agreed outcomes.
Supporting
operational staff to access management information; electronic and hard copy.
Data Management
Collect and
collate data to enable managers to monitor budgets and performance in
relation to business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
Staff management & development
Provide the
day to day supervision and line management of junior staff where appropriate,
including performance management, absence management and appraisal.
Demonstrate
own activities to new or less experienced employees.
Ensure
junior staff hand out relevant questionnaires (e.g iwantgreatcare) and input
this onto system.
Financial management
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
Undertake
surveys or audits as directed.
Job description
Job responsibilities
Key Tasks and
Responsibilities of the Post
Delivery/Management of Service
Provide
support to customer and visitor reception areas when required, acting as the
first point of enquiry, updating SystmOne appointment calendar with arrivals/DNAs, sign
posting individual to relevant information / service.
Promote
the image of the department, checking that notices and leaflets are up to
date & well presented.
Ensure that
all complaints, compliments, concerns, comments and suggestions are
appropriately recorded, and where possible resolved within level of role or
escalated appropriately, supporting other staff where necessary.
Respond to
telephone, email and written queries on behalf of the team including call
handling where appropriate. Recording
all contacts on SystmOne and taking/directing messages.
To produce
informal and formal minutes as an accurate record of meetings, transcribing
and distributing as directed. This includes mini-MDT, weekly MDT and Triage Meetings.
Deal with all
referrals/e-referrals directed to the team e.g. Refer to MDT, upload
documents, accept/decline referrals, request any additional information from
referrers etc.
Maintain
accurate and timely electronic and hard copy information e.g. DQ errors,
updated G drive information (ensuring ease of access/retrieval as
appropriate) and in line with policies.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Ensure
that all office support services e.g. post, scanning, filing, photo copying,
are delivered in a timely manner.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales
Team Support
Support
Clinical Team Manager with diary management, information/data gathering, document
production (e.g. flow charts), updating ESR with supervision
records/appraisals and ad-hoc requests for support.
Manage personal alarms on behalf of team, including assigning devices, maintaining records
and usage reports, prompting team to test regularly etc.
Assist
Clinical Team Manager with e-Roster management. Liaise with management team regarding
annual leave, time owing, overtime and input agreed outcomes.
Supporting
operational staff to access management information; electronic and hard copy.
Data Management
Collect and
collate data to enable managers to monitor budgets and performance in
relation to business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
Staff management & development
Provide the
day to day supervision and line management of junior staff where appropriate,
including performance management, absence management and appraisal.
Demonstrate
own activities to new or less experienced employees.
Ensure
junior staff hand out relevant questionnaires (e.g iwantgreatcare) and input
this onto system.
Financial management
Monitor
stock e.g. stationery and order supplies and equipment as required within the
business area.
Undertake
surveys or audits as directed.
Person Specification
Experience
Essential
- Substantial experience of working in administration in an office environment.
- Experience of taking minutes
- Experience of supervising other staff members
Desirable
- Experience of working in a mental health or social care office environment
- Experience of navigating and updating SystmOne
Qualifications
Essential
- Educated to Vocational Qualification Level III (or equivalent level of qualification) in a relevant subject or significant equivalent previous experience and knowledge
- Maths & English GCSE Grades 4 and above or equivalent
Desirable
- Vocational Qualification Level III in Business Administration or equivalent
- ECDL qualification (or equivalent)
Skills & Abilities
Essential
- Excellent communication skills, with excellent face to face, writing, typing, data entry and telephone skills
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
- Supervising/leading a team
Desirable
- ECDL qualification (or equivalent)
Knowledge
Essential
- Working knowledge of Microsoft Office including Word, Excel and MS Teams
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues and staff
- Working knowledge of SystmOne
- Ability to use business applications and patient record systems
Desirable
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Adult Safeguarding
Person Specification
Experience
Essential
- Substantial experience of working in administration in an office environment.
- Experience of taking minutes
- Experience of supervising other staff members
Desirable
- Experience of working in a mental health or social care office environment
- Experience of navigating and updating SystmOne
Qualifications
Essential
- Educated to Vocational Qualification Level III (or equivalent level of qualification) in a relevant subject or significant equivalent previous experience and knowledge
- Maths & English GCSE Grades 4 and above or equivalent
Desirable
- Vocational Qualification Level III in Business Administration or equivalent
- ECDL qualification (or equivalent)
Skills & Abilities
Essential
- Excellent communication skills, with excellent face to face, writing, typing, data entry and telephone skills
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
- Supervising/leading a team
Desirable
- ECDL qualification (or equivalent)
Knowledge
Essential
- Working knowledge of Microsoft Office including Word, Excel and MS Teams
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues and staff
- Working knowledge of SystmOne
- Ability to use business applications and patient record systems
Desirable
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
- Adult Safeguarding
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.
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 (Opens in a new tab).
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 (Opens in a new tab).
Additional information
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 (Opens in a new tab).
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 (Opens in a new tab).
