Group Support Services Manager (12 Months Fixed Contract)

Job description

Job responsibilities

The Group Support Services Manager will organise and coordinate office administration andprocedures, to ensure organisational effectiveness, efficiency, and safety. The successful candidate will be responsible for developing intra-office communication protocols, streamlining administrative procedures, Helpdesk Team management and support, office staff supervision, and task delegation.

The Group Support Services Manager will be comfortable in wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organised, flexible, and enjoys the administrative challenges of supporting wide breadth of services offered in the Laboratory Services business unit.

The Group Support Services Manager will provide support to senior management with organisation, scheduling, correspondence, human resources, and meetings. Takes responsibility and ownership of office organisation, project management, deadline compliance, and important documents and files. Supporting the Director of Group Laboratory Services this role will be pivotable in the management of the wider team, good interpersonal skills and time management a key requirement for this role.

Main Duties:

To include, but not be restricted to, the following duties:

a. To provide overall administrative assistance to the Director of Group Laboratory Services and Group Laboratory Services Manager

b. Promptly responding to queries from internal and external stakeholders via email and telephone whilst managing the diary and schedules for the Director of Group Laboratory Services.

c. Escalating and redirecting issues as required to ensure the provision of accurate information.

d. Set up meetings with internal and external stakeholders and undertake meeting minutes, following up on actions with meeting attendees by set due dates to ensure business objectives are met.

e. Undertake projects as required by the business which include taking lead, coordinating, planning or completing projects actions

2. Ordering

a. Process orders for clients by transposing requests onto online order forms

b. Tracking orders for wards that are delivered by both internal supplies distribution drivers and third-party courier companies (including international shipments)

c. Expediting urgent orders with the warehouse team and ensuring supplies are delivered in full and on time, supporting the warehouse team to arrange supply returns, and investigate and resolve complaints

1. Overall Helpdesk Management

d. Ensuring all queries from Laboratories or Laboratory Services teams are tracked and prioritised.

e. To provide overall coordination to the Laboratory Services central helpdesk team and provide management support.

f. Raising purchase orders as requested by departments within the business as requested.

g. Using internal ticketing software to coordinate resources and provide management information and analytics and using this information to steer the team.

2. Customer service

a. Promptly responding to customer queries via email and telephone

b. Immediately manage escalated complaints or issues that the team are not equipped to deal with

c. Liaising with colleagues or managers to find the best solutions to customers issues.

1. Supporting other teams, from time to time there may be a need to support other team within the Laboratory Services Department or network of laboratories

Person Specification

Qualifications

Essential

• GCSEs in English and Maths

Skills and Abilities

Essential

• Good organisational skills.
• To work accurately, neatly and efficiently. Attention to detail is very
• important.
• To work in a team or as an individual
• Basic Keyboard skills and familiarity with Microsoft Office Suite.
• Maintain patient confidentiality at all times.
• To work on own initiative
• To communicate effectively in English both verbally and in writing.
• Use of laboratory equipment and techniques relevant to the specialty
• Experience of working to a laboratory
• Quality Management System.

Experience

Essential

• Previous experience in a healthcare setting and knowledge of healthcare
• supplies

Employer details

Employer name

Health Services Laboratories

Address

H S L Ltd

Centennial Avenue

Elstree

Borehamwood

Hertfordshire

WD6 3SF

Employer's website

https://www.hslpathology.com/ (Opens in a new tab)