Job summary
We have an exciting opportunity for an Office Manager Position within the St Helens Scheduled Care Administration Team.
The successful post holders will provide leadership management, supervision, and development of an effective flexible administrative team.
The post holder will contribute to the development and management of the administrative and clerical support services.
The post holder will establish, maintain and develop professional working relationships with all partners to ensure fit for purpose service is delivered. The post holder will work under their own initiative and will have significant discretion to manage their own workload. The post holder will manage and delegate tasks are appropriate to their team. To provide an efficient and effective clerical support to the multidisciplinary clinical teams. The post holder will demonstrate an attitude which respects and values service users' and their carers.
Main duties of the job
In addition the post holder will have an important role in assisting the Administrative Service Manager as a focal point for communication for all staff within the team. The post holder will contribute to the development and management of the administrative and clerical support services provided across services.
The post holder will establish, maintain and develop professional working relationships with all department leads to ensure fit for purpose service is delivered. Reporting to the Administration Service Managers the post holder will work under their own initiative and will have significant discretion to manage their own workload. The post holder will manage and delegate tasks are appropriate to their team. To provide an efficient and effective reception/administrative service and clerical support to the multidisciplinary clinical teams. The post holder will demonstrate an attitude which respects and values service users' and their carers.
About us
Mersey Care is one of the largest trusts providing physical health and mental health services in the North West, serving more than 11 million people.
We offer specialist inpatient and community services that support physical and mental health and specialist inpatient mental health, learning disability, addiction and brain injury services. Mersey Care is one of only three trusts in the UK that offer high secure mental health facilities.
At the heart of all we do is our commitment to 'perfect care' - care that is safe, effective, positively experienced, timely, equitable and efficient. We support our staff to do the best job they can and work alongside service users, their families, and carers to design and develop future services together. We're currently delivering a programme of organisational and service transformation to significantly improve the quality of the services we provide and safely reduce cost as we do so.
Job description
Job responsibilities
MANAGERIAL AND LEADERSHIP:
As Office Manager you will directly manage and supervise on a day to day basis to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover across the service .
Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies
To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Team
Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
Assist Administration Service Managers in the implementation of Trust Policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
GENERAL:
Working alongside the administrators supporting service needs whilst carrying out the day to day duties of the Team Leader. To work on own initiative with minimal supervision. Prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
Responsibility for quality checking of Data Quality information and input/extract data providing reports/statistics as required.
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with empathy and reassurance.
Co-ordinate and participate in any special duties, including designated project work or tasks for the Senior Management /Administration Service Manager as appropriate to achieve the delivery of an efficient, proactive and high profile administrative service
Job description
Job responsibilities
MANAGERIAL AND LEADERSHIP:
As Office Manager you will directly manage and supervise on a day to day basis to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover across the service .
Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies
To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Team
Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
Assist Administration Service Managers in the implementation of Trust Policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
GENERAL:
Working alongside the administrators supporting service needs whilst carrying out the day to day duties of the Team Leader. To work on own initiative with minimal supervision. Prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
Responsibility for quality checking of Data Quality information and input/extract data providing reports/statistics as required.
Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with empathy and reassurance.
Co-ordinate and participate in any special duties, including designated project work or tasks for the Senior Management /Administration Service Manager as appropriate to achieve the delivery of an efficient, proactive and high profile administrative service
Person Specification
Qualification
Essential
- GCSE Grade A-C English or Supervisory experience
- Business Admin Qualification or Relevant Experience
Experience
Essential
- Extensive experience of working in an office environment
- Experience in developing effective administrative systems and processes
Skills
Essential
- Excellent verbal and written communication skills
- Excellent interpersonal and organisational skills
- Ability to work as member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to prioritise own workload and work to defined timescales
- Ability to work on own initiative
- High degree of attention to detail
- Ability to motivate others
- Ability to respond to unpredictable circumstances requiring high levels of concentration.
Knowledge
Essential
- Extensive knowledge of office procedures
- Extensive knowledge of Microsoft Office e.g. Outlook, PowerPoint, Excel
Values
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- High professional standards
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
- Change oriented
Person Specification
Qualification
Essential
- GCSE Grade A-C English or Supervisory experience
- Business Admin Qualification or Relevant Experience
Experience
Essential
- Extensive experience of working in an office environment
- Experience in developing effective administrative systems and processes
Skills
Essential
- Excellent verbal and written communication skills
- Excellent interpersonal and organisational skills
- Ability to work as member of a team
- Ability to develop, operate and maintain filing systems both manual and electronic
- Ability to develop effective interpersonal relationships with colleagues in the health care setting
- Ability to communicate effectively in a variety of settings
- Able to deal with sensitive issues with tact and diplomacy
- Able to present factual information and refer questions to others where appropriate
- Ability to prioritise own workload and work to defined timescales
- Ability to work on own initiative
- High degree of attention to detail
- Ability to motivate others
- Ability to respond to unpredictable circumstances requiring high levels of concentration.
Knowledge
Essential
- Extensive knowledge of office procedures
- Extensive knowledge of Microsoft Office e.g. Outlook, PowerPoint, Excel
Values
Essential
- Continuous Improvement
- Accountability
- Respectfulness
- Enthusiasm
- Support
- High professional standards
- Responsive to service users
- Engaging leadership style
- Strong customer service belief
- Transparency and honesty
- Discreet
- Change oriented
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.
