Office Manager inManchester inManchester PUBLISHED
TUE 15 OCT 2024
North Trafford Group Practice rGRhlSIt
Opportunity for career advancement within a multi-disciplinary team environment.
Responsibility for managing a diverse administrative team, enhancing leadership skills.
Role includes overseeing day-to-day operations, leading to skill development in operational management.
Involvement in managing clinical and staff rotas, offering insights into workforce management.
Significant interaction with patients, providing a chance to enhance customer service and communication skills.
Opportunity to play a key role in training and developing new staff, contributing to their professional growth.
Ability to implement and monitor administrative processes, allowing for the development of organizational skills.
North Trafford Group Practice is seeking an Office Manager to join their multi-disciplinary team in Manchester. This role entails managing a large administration team across two locations, providing high-quality people management and ensuring the efficient administration and reception processes within the practice. The Office Manager will act as a line manager, oversee daily activities, manage staff rotas, handle patient complaints, and ensure compliance with administrative procedures. Additionally, the position involves training new staff members, maintaining accurate records, and contributing to service development.
Key responsibilities also include overseeing workflows, managing inventory, and maintaining computerized patient records, while actively participating in staff development and attending relevant training. The Office Manager will collaborate closely with the Senior Management Deputy Team Manager to enhance service delivery and address patient queries, playing a critical role in fostering a well-organized and effective practice environment.
Key responsibilities also include overseeing workflows, managing inventory, and maintaining computerized patient records, while actively participating in staff development and attending relevant training. The Office Manager will collaborate closely with the Senior Management Deputy Team Manager to enhance service delivery and address patient queries, playing a critical role in fostering a well-organized and effective practice environment.
NTGP has a fantastic opportunity for a Office Manager to join our multi-disciplinary team. The position will require working from both locations (on different days).
Can you provide efficient, high quality people management? Do you have the organisational skills to support a large Administration team? If so, this is the job for you!
Our Office Manager will be responsible for the provision of effective administrative support to the practice, to ensure the service is well organised and efficiently run and to work with the Senior Management Deputy Team Manager in the management of services and staff.
You will have delegated responsibility for the development and management of administrative and reception staff, acting as line manager.
- Acting as line manager for administrative and reception staff
- Overseeing day to day activities with the support of Assistant Practice Manager
- Managing clinical and staff rota and ensuring appropriate cover is in place
- Dealing with patient complaints and queries.
- Ensuring all administrative processes and procedures are implemented in the practice and monitoring at regular intervals
- Managing workflows in the practice that includes (but not limited to) assigning workflows to staff, training and preparing access for new starters stocks checks, PCSE registration management etc.
- Day to day activities in the practice
About us
Main Responsibilities
- Acting as line manager for administrative and reception staff
- Overseeing day to day activities with the support of Assistant Practice Manager
- Managing clinical and staff rota and ensuring appropriate cover is in place
- Dealing with patient complaints and queries.
- Ensuring all administrative processes and procedures are implemented in the practice and monitoring at regular intervals
- Managing workflows in the practice that includes (but not limited to) assigning workflows to staff, training and preparing access for new starters stocks checks, PCSE registration management etc.
- Acting as Safeguarding non-clinical lead for the practice
- Day to day activities in the practice
General Administration Management:
- Maintaining absence records, TeamNet documentation, and workforce management systems.
- Managing administrative staff, including rotas, sickness, absence, and training.
- Ensuring sufficient staffing
- Weekly checks of inventory and preparing list of items to be ordered.
- Managing correspondence, including emergency and urgent contact.
- Attending meetings
- Ensuring computerised patient records are maintained.
Training & Development:
- Inducting new staff on local policies, health & safety, and administration systems.
- Ensuring admin staff attend mandatory training.
- Attending mandatory and other relevant training courses.
Administrative Role:
- Contributing to administrative tasks, dealing with patient queries, data entry, and written communication.
- Assisting in service development and coordinating different work streams.
- Helping the Senior Management Team with diary and event management.
Dealing with Complaint
- Be first contact for dealing with patient queries.
- Dealing with patient complaints, following NHS guidance.
More information related to this job opportunity, from jobsincare:
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for an Office Manager:
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To work as an Office Manager in the UK, you will need a combination of technical, organizational, and interpersonal skills. Here are some key skills and qualifications that are typically important for the role:
1. Organizational Skills
- Ability to manage multiple tasks and prioritize workload effectively.
- Strong attention to detail to ensure accuracy in tasks and documentation.
2. Communication Skills
- Excellent verbal and written communication skills for interacting with staff, clients, and suppliers.
- Proficiency in crafting clear reports and emails.
3. Leadership Skills
- Experience in supervising and motivating a team.
- Ability to create a positive work environment and resolve conflicts.
4. Time Management
- Strong capability to manage time efficiently and meet deadlines.
- Proficient in planning and scheduling meetings and appointments.
5. Financial Management Skills
- Understanding of budgeting, accounting principles, and financial reporting.
- Being able to handle invoicing, payroll, and expense reports.
6. Technical Proficiency
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with office management software and systems (e.g., CRM systems, project management tools).
7. Problem-Solving Abilities
- Capacity to identify issues and implement effective solutions swiftly.
- Strategic thinking to improve office processes and workflows.
8. Customer Service Orientation
- Strong focus on providing excellent service to both internal and external stakeholders.
- Ability to handle inquiries and complaints professionally.
9. HR Knowledge
- Basic understanding of human resources functions, including recruitment, onboarding, and performance management.
10. Adaptability and Flexibility
- Willingness to adapt to changing work environments and priorities.
- Ability to embrace new technologies and office practices.
Qualifications and Experience:
- Typically, a high school diploma or equivalent is required; professional qualifications in business administration or management can be advantageous.
- Previous experience in administrative roles, office management, or related areas is often essential.
- Familiarity with health and safety regulations and compliance standards may also be beneficial.
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