Office Manager - Elective Admissions

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

This job is now closed

Job summary

The Health Care Operations Department are looking to recruit an Office Manager within the Admissions Team based at the RAEI site, Wigan.

You must have the ability to work on your own, able to show you have initiative, have a flexible approach, a self-motivated outlook, attention to detail, excellent record keeping ability and a high level of communication skills.

You will be working 37.5hrs per week. The service operates Monday - Friday 0730-1800 on a rota basis. You would be expected to work hours within these times as agreed, however it is necessary to be flexible and able to adapt quickly to change and altering work patterns.

This post may close early once enough applications have been received.

Main duties of the job

As Office Manager you will provide and manage an efficient, flexible and responsive administrative function whilst supporting clinical staff in the delivery of effective Inpatient booking services.

The post holder will be expected to organise their own workload and oversee that of the Team Leader and booking teams within Admissions. You will be responsible and accountable for the management of the Booking Office Team Leader and the Admissions Clerks.

To deliver all targets and deadlines ensuring that Patients interests and benefits remain central to its function. To evaluate staff training and development needs to achieve a highly motivated, well trained team that meets the requirements of the service.

About us

Choose Well - Choose WWL

Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values 'the WWL Way'.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment, we do encourage our staff to get vaccinated. If you are unvaccinated there is helpful advice and information available by contacting covid-19.vaccine@wwl.nhs.uk where you can also ask about how to access vaccinations.

Date posted

16 April 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pa

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

302-24-6181705S

Job locations

Royal Albert Edward Infirmary, Wigan Lane, Wigan, WN1 2NN

Wigan Lane

Wigan

WN1 2NN

Job description

Job responsibilities

Key results from the job holder

To be responsible for the direct management and support of the booking administration staff.
To be responsible for the management, implementation and validation of processes within the booking office, ensuring that new policies and procedures are implemented and monitored in a timely and accurate manner.

Planning and Organisational Duties

To be responsible for highlighting the capacity and demand issues associated with necessary template changes for future planning
To undertake recruitment and selection of staff within the Booking teams
To undertake specific projects as identified regarding the provision of the booking service
To take responsibility for answering and investigating complaints or incidents by completing the necessary documentation including the implementation of any action plans.
The co-ordinating of annual leave, maintaining accurate staff records and sickness and absence rates.
Take responsibility for ensuring that effective communication skills, written or face to face, result in a positive outcome.
To monitor systems and procedures ensuring that both written and electronic information is recorded accurately to ensure compliance with targets and standards.
Utilise the Trust IT resources appropriately in adherence to all policies and procedures

Communications and Key Working Relationships

To represent the department at meetings deputising when necessary for appropriate managers
To actively promote internally and externally to the Trust good communication links with all disciplines of staff within associated organisations.
To actively support and promote within the department, the modernisation programmes linked to Booking and Choice, Choice and Access and other National directives.
Display a professional attitude at all times when dealing with the general public and colleagues alike.

Responsibility for Finance

To take an active role in the management of the cost effective use of departmental resources whilst delivering the service
To be responsible for the management of staff resources to maximise efficiency within the agreed budget levels.
Oversee stationary ordering to ensure adequate stocks are maintained

Responsibility for Human Resources

To monitor individual staff performance initiating action plans where necessary to record progress in line with HR policy.
To co-ordinate and participate in the Performance review and objective setting process
Disseminate information from all levels within the team in a timely and accurate manner ensuring good communication links.
Cover colleagues where necessary in order to maintain the level of service
Adhere to Trust Policies, Procedures and Guidelines and provide HR information for the department regarding any relevant changes.
Ensure compliance with mandatory training requirements in accordance with Trust policy

Responsibility for Teaching

Recognise and accept responsibility for own personal development
Promote and facilitate the need for ongoing learning to encourage all members of staff to have the opportunity to train and develop
Ensure the effective induction and training of staff and work experience placements, carry out personal appraisals for all staff in line in accordance with the Trust policy.
To identify developmental needs with objectives reflecting those of the department.
To provide supporting documentation, training manuals, awareness session etc
To identify and support ongoing development that contributes to individual goals and to those of the department, making staff aware of any in house training or any alternative developmental opportunities.

Responsibility for Health & Safety

To comply with all Health and Safety issues taking a proactive role by managing the Health and Safety of themselves and others at all times where practically possible.
To take individual responsibility for managing risks within their own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
To actively report all incidents via DATIX in a timely and accurate manner.
To ensure all faults or incidents are reported and the appropriate action taken to safeguard themselves and others where practicably possible.
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Job description

Job responsibilities

Key results from the job holder

To be responsible for the direct management and support of the booking administration staff.
To be responsible for the management, implementation and validation of processes within the booking office, ensuring that new policies and procedures are implemented and monitored in a timely and accurate manner.

Planning and Organisational Duties

To be responsible for highlighting the capacity and demand issues associated with necessary template changes for future planning
To undertake recruitment and selection of staff within the Booking teams
To undertake specific projects as identified regarding the provision of the booking service
To take responsibility for answering and investigating complaints or incidents by completing the necessary documentation including the implementation of any action plans.
The co-ordinating of annual leave, maintaining accurate staff records and sickness and absence rates.
Take responsibility for ensuring that effective communication skills, written or face to face, result in a positive outcome.
To monitor systems and procedures ensuring that both written and electronic information is recorded accurately to ensure compliance with targets and standards.
Utilise the Trust IT resources appropriately in adherence to all policies and procedures

Communications and Key Working Relationships

To represent the department at meetings deputising when necessary for appropriate managers
To actively promote internally and externally to the Trust good communication links with all disciplines of staff within associated organisations.
To actively support and promote within the department, the modernisation programmes linked to Booking and Choice, Choice and Access and other National directives.
Display a professional attitude at all times when dealing with the general public and colleagues alike.

Responsibility for Finance

To take an active role in the management of the cost effective use of departmental resources whilst delivering the service
To be responsible for the management of staff resources to maximise efficiency within the agreed budget levels.
Oversee stationary ordering to ensure adequate stocks are maintained

Responsibility for Human Resources

To monitor individual staff performance initiating action plans where necessary to record progress in line with HR policy.
To co-ordinate and participate in the Performance review and objective setting process
Disseminate information from all levels within the team in a timely and accurate manner ensuring good communication links.
Cover colleagues where necessary in order to maintain the level of service
Adhere to Trust Policies, Procedures and Guidelines and provide HR information for the department regarding any relevant changes.
Ensure compliance with mandatory training requirements in accordance with Trust policy

Responsibility for Teaching

Recognise and accept responsibility for own personal development
Promote and facilitate the need for ongoing learning to encourage all members of staff to have the opportunity to train and develop
Ensure the effective induction and training of staff and work experience placements, carry out personal appraisals for all staff in line in accordance with the Trust policy.
To identify developmental needs with objectives reflecting those of the department.
To provide supporting documentation, training manuals, awareness session etc
To identify and support ongoing development that contributes to individual goals and to those of the department, making staff aware of any in house training or any alternative developmental opportunities.

Responsibility for Health & Safety

To comply with all Health and Safety issues taking a proactive role by managing the Health and Safety of themselves and others at all times where practically possible.
To take individual responsibility for managing risks within their own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
To actively report all incidents via DATIX in a timely and accurate manner.
To ensure all faults or incidents are reported and the appropriate action taken to safeguard themselves and others where practicably possible.
Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Person Specification

Knowledge

Essential

To be aware of confidentiality issues
Demonstrate knowledge of healthcare systems and processes
To have a sound understanding of general office policies and procedures
Confidence in dealing and negiotating with senior managers and clinicians
Understanding of NHS infrastructure and partnership health care organisations
Political awareness

Skills

Essential

Good Organisational Skills
Demonstrate good communication / team and interpersonal skills
Ability to adapt and prioritise work as required to provide a more effective and efficient serviceTo have the skill to use varying computer / office systems
Leadership skills
Ability to motivate staff and teams
Team worker - To facilitate and co-ordinate information
To have the skill to use varying computer / office systems
Numerate and innovative skills
Excellent verbal and written communication skills enabling effective communication with a wide range of staff and different levels within the trust
Passion for continuous quality improvement
Excellent time management and organisational skills to manage own and workload and that of others
Ability to analyse problems and to develop practical and workable solutions to address them
Ability to work under pressure and meet deadlines
Ability to work unsupervised

Qualifications

Essential

Diploma/Level 4 qualification or equivalent level of knowledge/experience
Evidence of continued professional development

Desirable

EDCL or equivalent
To hold supervisory / managerial 1st line qualification

Experience

Essential

To have experience in staff supervision and staff personal development
Knowledge of HR policies and procedures
Proven achievement in a supervisory role within Patient Administration Dept or clerical management
To have experience in staff management, supervision and staff personal development
Experience of personal accountability for service delivery
Experience in management role managing staff, resources & planning
Experience of working in a changing environment
Ability to work on own initiative to problem solve and prioritise

Additional

Essential

Maintain Health and Safety standards in the work place
Must be able to work flexibly and where appropriate cover annual leave or sickness.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Person Specification

Knowledge

Essential

To be aware of confidentiality issues
Demonstrate knowledge of healthcare systems and processes
To have a sound understanding of general office policies and procedures
Confidence in dealing and negiotating with senior managers and clinicians
Understanding of NHS infrastructure and partnership health care organisations
Political awareness

Skills

Essential

Good Organisational Skills
Demonstrate good communication / team and interpersonal skills
Ability to adapt and prioritise work as required to provide a more effective and efficient serviceTo have the skill to use varying computer / office systems
Leadership skills
Ability to motivate staff and teams
Team worker - To facilitate and co-ordinate information
To have the skill to use varying computer / office systems
Numerate and innovative skills
Excellent verbal and written communication skills enabling effective communication with a wide range of staff and different levels within the trust
Passion for continuous quality improvement
Excellent time management and organisational skills to manage own and workload and that of others
Ability to analyse problems and to develop practical and workable solutions to address them
Ability to work under pressure and meet deadlines
Ability to work unsupervised

Qualifications

Essential

Diploma/Level 4 qualification or equivalent level of knowledge/experience
Evidence of continued professional development

Desirable

EDCL or equivalent
To hold supervisory / managerial 1st line qualification

Experience

Essential

To have experience in staff supervision and staff personal development
Knowledge of HR policies and procedures
Proven achievement in a supervisory role within Patient Administration Dept or clerical management
To have experience in staff management, supervision and staff personal development
Experience of personal accountability for service delivery
Experience in management role managing staff, resources & planning
Experience of working in a changing environment
Ability to work on own initiative to problem solve and prioritise

Additional

Essential

Maintain Health and Safety standards in the work place
Must be able to work flexibly and where appropriate cover annual leave or sickness.
Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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 (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