Cardio-Respiratory Office Manager

Bradford Teaching Hospitals NHS Foundation Trust

Information:

This job is now closed

Job summary

Closing Date: 20th January 2025 (this may change dependent on response)

Shortlisting to take place after closing date: 21st January 2025

Interview expected to take place in the week following shortlisting: commencing 27th January 2025

We are looking for an exceptional person who will hold the responsibility for the day to day management of the clerical team in the Cardio-Respiratory Department. The team supports the cardiac and respiratory science team with nearly 40,000 patient interactions a year across three sites. You will oversee the distribution of workloads, supporting the personal and professional development of staff and support a positive culture of service improvement and redesign within the team. You will lead the team in the day to day delivery of their services against agreed service standards.This post consists of a range of duties undertaken at the jobholder's own initiative and with regard to overall procedural guidelines.You will develop and be responsible for the delivery of a comprehensive set of Standard Operating Procedures, ensuring staff training and compliance.You will be expected to lead by example in developing a professional set of behaviors to deliver an enhanced service.

Main duties of the job

The jobholder is responsible for the line management and performance management of the Cardio-Respiratory Administration team.

The jobholder will work collaboratively as part of the team and be expected to work without direct supervision, carrying out their duties in such a way as to make a direct and positive contribution to the Cardio-Respiratory team.

Responsible for ensuring the wide range of administrative duties are completed within agreed timescales and dealing with issues as they arise, escalating appropriately.

To ensure all patients are recorded accurately with relation to National and Local diagnostic and RTT standards.

The jobholder has a wide span of responsibility and will ensure that necessary systems are in place to provide a responsive and efficient administrative and PA service. Undertake the full range of senior administrative duties including diary management, management of information, preparation of documentation and support meetings (including minute taking) and events.

About us

Our People Charter outlines the behaviors we can expect from one another and what you can expect from Bradford Teaching Hospitals Foundation Trust:

  • We value people
  • We are one team
  • We care

We're keen to meet people who share these values and are passionate about delivering the highest quality of care to our patients.

Date posted

10 January 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

389-25-6904115

Job locations

Bradford Royal Infirmary

Cardio- Respiratory Department

BRADFORD

BD9 6DA


Job description

Job responsibilities

Day-to-day management and work allocation as required for the Cardio-Respiratory Administrative Team within the requirements laid down in the Trusts employment policies and procedures.

To be responsible for the implementation of the appropriate HR policies and procedures i.e recruitment and selection, induction and training of new administrative staff, attendance management, performance management and disciplinary.

Monitor the authorisation and recording of annual leave, study leave and sickness. Oversee workforce planning of the Cardio-Respiratory Administration Team and ensure cover arrangements are in place for short/long term absences.

Develop and maintain local policies and standard operating procedures within own work area ensuring staff training and compliance.

Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources both internal and external.

Act as first point of contact for all communications received for the Department, initiating and co-ordinating communications and responses where appropriate, responding with judgement, confidence and sensitivity to competing priorities to ensure competing deadlines are met

Ensure that the quality of service is delivered according to agreed standards and undertake audits where necessary.

Provide leadership and support to any projects as directed by the Head of Cardio-Respiratory Services in order to take forward the services and deliver improved patient experiences.

Respond to all queries, correspondence and telephone calls in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Heads of Service with any relevant supporting information.

To communicate with patients, other healthcare professionals and agencies both internal and external to the Trust using appropriate communication mechanisms (telephone, email, video calling etc).

Take responsibility for the organisational of team meetings draft agendas and taking of formal minutes ensuring that all follow-up action is taken and action logs completed accordingly.

Job description

Job responsibilities

Day-to-day management and work allocation as required for the Cardio-Respiratory Administrative Team within the requirements laid down in the Trusts employment policies and procedures.

To be responsible for the implementation of the appropriate HR policies and procedures i.e recruitment and selection, induction and training of new administrative staff, attendance management, performance management and disciplinary.

Monitor the authorisation and recording of annual leave, study leave and sickness. Oversee workforce planning of the Cardio-Respiratory Administration Team and ensure cover arrangements are in place for short/long term absences.

Develop and maintain local policies and standard operating procedures within own work area ensuring staff training and compliance.

Communicate with tact, understanding and discretion when dealing with enquiries from a wide range of sources both internal and external.

Act as first point of contact for all communications received for the Department, initiating and co-ordinating communications and responses where appropriate, responding with judgement, confidence and sensitivity to competing priorities to ensure competing deadlines are met

Ensure that the quality of service is delivered according to agreed standards and undertake audits where necessary.

Provide leadership and support to any projects as directed by the Head of Cardio-Respiratory Services in order to take forward the services and deliver improved patient experiences.

Respond to all queries, correspondence and telephone calls in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Heads of Service with any relevant supporting information.

To communicate with patients, other healthcare professionals and agencies both internal and external to the Trust using appropriate communication mechanisms (telephone, email, video calling etc).

Take responsibility for the organisational of team meetings draft agendas and taking of formal minutes ensuring that all follow-up action is taken and action logs completed accordingly.

Person Specification

Experience

Essential

  • Experience of managing a team, which includes prioritising work loads and managing performance
  • Experience in recruitment and selection, training and development; and management of attendance of staff.
  • Experience of analysing performance data and identifying ways in which the service can be improved at a service, team and individual level.
  • Experience of producing detailed written reports and presentations using Microsoft Word, Excel and Powerpoint

Skills

Essential

  • Must have the ability to lead, motivate, appraise & develop staff
  • Ability to deal with complex enquiries having the skills for investigating a variety of issues and proposing solutions.

Knowledge

Essential

  • Knowledge of the NHS Constitution, Patient Access Policies and the 6 week diagnostic and 18 week Referral to Treatment policies and their application
  • Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
  • Knowledge of Electronic Patient Management SystemsApplication Form/InterviewE

Qualifications

Essential

  • Supervisory or Management qualification at degree level or equivalent level of knowledge and experience
  • Educated to GCSE (minimum Grade C or equivalent) in English and Maths
Person Specification

Experience

Essential

  • Experience of managing a team, which includes prioritising work loads and managing performance
  • Experience in recruitment and selection, training and development; and management of attendance of staff.
  • Experience of analysing performance data and identifying ways in which the service can be improved at a service, team and individual level.
  • Experience of producing detailed written reports and presentations using Microsoft Word, Excel and Powerpoint

Skills

Essential

  • Must have the ability to lead, motivate, appraise & develop staff
  • Ability to deal with complex enquiries having the skills for investigating a variety of issues and proposing solutions.

Knowledge

Essential

  • Knowledge of the NHS Constitution, Patient Access Policies and the 6 week diagnostic and 18 week Referral to Treatment policies and their application
  • Microsoft Office packages, including Excel and Power-point, internet, e-mail etc...
  • Knowledge of Electronic Patient Management SystemsApplication Form/InterviewE

Qualifications

Essential

  • Supervisory or Management qualification at degree level or equivalent level of knowledge and experience
  • Educated to GCSE (minimum Grade C or equivalent) in English and Maths

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.

Employer details

Employer name

Bradford Teaching Hospitals NHS Foundation Trust

Address

Bradford Royal Infirmary

Cardio- Respiratory Department

BRADFORD

BD9 6DA


Employer's website

https://www.bradfordhospitals.nhs.uk (Opens in a new tab)

Employer details

Employer name

Bradford Teaching Hospitals NHS Foundation Trust

Address

Bradford Royal Infirmary

Cardio- Respiratory Department

BRADFORD

BD9 6DA


Employer's website

https://www.bradfordhospitals.nhs.uk (Opens in a new tab)

For questions about the job, contact:

Head of Service

Joanne Ashton

joanne.ashton@bthft.nhs.uk

01274364912

Date posted

10 January 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

389-25-6904115

Job locations

Bradford Royal Infirmary

Cardio- Respiratory Department

BRADFORD

BD9 6DA


Supporting documents

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