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 description
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
responsible for stock control, stock and non-stock ordering and ensure that
arrangements are made for all faulty equipment to be repaired in a timely
manner.
As the authorised signatory be
responsible for the departmental Trust fund, e.g. receiving and depositing
donations, applying to Charitable Funding for release of monies.
Correlate, prepare and present
departmental statistics on a regular and ad hoc basis.
Draft standard letters on behalf of
the Department for appropriate checking and signing.
Receive sensitive and complex
reports/documents for transcribing.
Receive, find and file
correspondence/reports, which may include X Rays, test/investigation results,
in a timely manner, escalating the issue or liaising with senior colleagues
as appropriate.
Compile and collate data from various
sources, including assembling information as required.
Develop databases and spreadsheets,
inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint
presentations.
Work as part of the
secretarial/administrative team when necessary, providing cover where
appropriate, in discussion with the line manager.
Organise regular and ad-hoc meetings
as required; arranging venue, accommodation, travel and catering, preparing
agendas, assembling documents, taking, transcribing and distributing minutes
as appropriate and chasing Action points.
Other
duties may include:
Maintain senior staffs diaries on a
day to day basis.
Maintain an accurate and up-to-date
waiting list/patient target list (PTL) under the instruction of the
consultant/s.
Be responsible for the administrative
process for the admission of patients and liaising with appropriate
colleagues to achieve the smooth and timely admission of the patient.
Give support to ensure effective
running of all clinics, carrying out tasks such as taking to and collecting
from the clinical areas all information relevant to patients attending that
clinic.
Job description
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
responsible for stock control, stock and non-stock ordering and ensure that
arrangements are made for all faulty equipment to be repaired in a timely
manner.
As the authorised signatory be
responsible for the departmental Trust fund, e.g. receiving and depositing
donations, applying to Charitable Funding for release of monies.
Correlate, prepare and present
departmental statistics on a regular and ad hoc basis.
Draft standard letters on behalf of
the Department for appropriate checking and signing.
Receive sensitive and complex
reports/documents for transcribing.
Receive, find and file
correspondence/reports, which may include X Rays, test/investigation results,
in a timely manner, escalating the issue or liaising with senior colleagues
as appropriate.
Compile and collate data from various
sources, including assembling information as required.
Develop databases and spreadsheets,
inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint
presentations.
Work as part of the
secretarial/administrative team when necessary, providing cover where
appropriate, in discussion with the line manager.
Organise regular and ad-hoc meetings
as required; arranging venue, accommodation, travel and catering, preparing
agendas, assembling documents, taking, transcribing and distributing minutes
as appropriate and chasing Action points.
Other
duties may include:
Maintain senior staffs diaries on a
day to day basis.
Maintain an accurate and up-to-date
waiting list/patient target list (PTL) under the instruction of the
consultant/s.
Be responsible for the administrative
process for the admission of patients and liaising with appropriate
colleagues to achieve the smooth and timely admission of the patient.
Give support to ensure effective
running of all clinics, carrying out tasks such as taking to and collecting
from the clinical areas all information relevant to patients attending that
clinic.
Person Specification
Other Criteria
Essential
- The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post
- There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement.
- The role requires a high level of speed and accuracy to maintain a high quality and efficient secretarial service.
- Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time.
- Prolonged periods of concentration, e.g. transcribing complex medical information, waiting list management etc, while subject to frequent interruption.
- This role involves emotional effort, on a daily basis, when dealing with sensitive issues, e.g. bereavement, distressed/anxious patients and their families.
Qualifications
Essential
- Qualified to RSA3 typing/word processing or equivalent
- Proficient audio/copy typist
- GCSE (or equivalent) English Language grade C or above
Desirable
- European Computer Driving Licence (ECDL)
Experience
Essential
- Experience at supervisory/senior secretary/administrator level in a health care environment.
- A well developed understanding and knowledge of office based procedures/ systems gained over a significant period to enable implementation and appropriate training of the secretarial/clerical team.
- Interpretation and analysis of reports, databases and spreadsheet information.
- Well developed knowledge and experience of using a variety of IT applications in a Windows based environment.
- Working in a customer focussed environment.
- An excellent knowledge of managerial procedures
Desirable
- Experience at senior level in a health care environment
- Previous managerial/supervisory experience
- Customer focussed/customer service skills
- Patient Centre/PAS
- Diary management experience
Skills & Behaviours
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members.
- Prioritise own workload and that of the team, achieving required standards and deadlines.
- Able to train secretarial and administrative staff, including temporary staff, as required and to monitor progress on a continuing basis.
- Able to accurately transcribe complicated/complex and sensitive notes/tapes and type complicated information, eg letters, reports, patient notes, while frequently interrupted.
- Highly developed interpersonal skills with the ability to deal effectively with confidential, sensitive or contentious information eg with staff members, patients and health professionals, within the
- An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems, escalating those outside of your remit.
- The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity, eg involving colleagues or patients and their families.
- To be adaptable and flexible. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent.
- Professional attitude to work
- Polite and helpful customer service skills
- Caring and understanding
- Ability to manage the admin team. Effective supervisory/managerial skills.
- Flexibility in work and workload and ability to prioritise. Ability to work effectively under pressure and achieve deadlines.
- Demonstrate a commitment to team working.
Person Specification
Other Criteria
Essential
- The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post
- There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement.
- The role requires a high level of speed and accuracy to maintain a high quality and efficient secretarial service.
- Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time.
- Prolonged periods of concentration, e.g. transcribing complex medical information, waiting list management etc, while subject to frequent interruption.
- This role involves emotional effort, on a daily basis, when dealing with sensitive issues, e.g. bereavement, distressed/anxious patients and their families.
Qualifications
Essential
- Qualified to RSA3 typing/word processing or equivalent
- Proficient audio/copy typist
- GCSE (or equivalent) English Language grade C or above
Desirable
- European Computer Driving Licence (ECDL)
Experience
Essential
- Experience at supervisory/senior secretary/administrator level in a health care environment.
- A well developed understanding and knowledge of office based procedures/ systems gained over a significant period to enable implementation and appropriate training of the secretarial/clerical team.
- Interpretation and analysis of reports, databases and spreadsheet information.
- Well developed knowledge and experience of using a variety of IT applications in a Windows based environment.
- Working in a customer focussed environment.
- An excellent knowledge of managerial procedures
Desirable
- Experience at senior level in a health care environment
- Previous managerial/supervisory experience
- Customer focussed/customer service skills
- Patient Centre/PAS
- Diary management experience
Skills & Behaviours
Essential
- Excellent organisational skills with the ability to work both independently and as part of a team.
- Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members.
- Prioritise own workload and that of the team, achieving required standards and deadlines.
- Able to train secretarial and administrative staff, including temporary staff, as required and to monitor progress on a continuing basis.
- Able to accurately transcribe complicated/complex and sensitive notes/tapes and type complicated information, eg letters, reports, patient notes, while frequently interrupted.
- Highly developed interpersonal skills with the ability to deal effectively with confidential, sensitive or contentious information eg with staff members, patients and health professionals, within the
- An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems, escalating those outside of your remit.
- The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity, eg involving colleagues or patients and their families.
- To be adaptable and flexible. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent.
- Professional attitude to work
- Polite and helpful customer service skills
- Caring and understanding
- Ability to manage the admin team. Effective supervisory/managerial skills.
- Flexibility in work and workload and ability to prioritise. Ability to work effectively under pressure and achieve deadlines.
- Demonstrate a commitment to team working.
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.
