Office Manager - Elective Admissions inWigan inWigan PUBLISHED FRI 13 DEC 2024

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 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.

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

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.