Office Manager & PA To Head of Operations

Job description

Job responsibilities

The following are the core responsibilities. There may be on occasion, a requirement to carry out other tasks; this will be dependent upon factors such as workload and staffing levels:

To provide support to the Operational manager or their nominated deputy by ensuring the smooth running of their office and systems. This work includes:

To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers

Effective diary management; scheduling/prioritising appointments both regular and ad-hoc meetings with internal and external persons; arranging 1:1s, PDRs for direct reports and managing their diary in advance, using initiative and negotiation skills.

E-mail management: scanning and monitoring of e-mails daily. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action. Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this.

Provide administrative support including minute taking for senior management meetings.

Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner.

An advanced level of IT packages including Word, Excel, and Power Point is required for complexity of work.

Ensure that all relevant papers are available for meetings and proactively chase accordingly.

Act as first point of contact for the Operational Manager, the board and SMT. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.

Local budget holder/ approving invoices under the supervision of the Head of Operations and raising purchase orders.

Monitor/screen all telephone calls to the Operational Manager and maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.

Ensure complaint communications are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people, and organisations, therefore negotiating skills are required.

Maintain personnel/HR reporting requirements i.e. sickness/annual leave/ managing rotas as directed using relevant IT programmes/ spreadsheets.

Undertake regular reviews of administrative requirements and implement administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.

Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.

Handling both routine and urgent matters using initiative and with minimal supervision.

Will be required to meet deadlines and supply information at short notice.

Leadership

Support the Operational Managers in producing required information and reports.

To organise events as and when required, which could be complex, including assessments and visiting clinicians.

Manage resources and co-ordinate the ordering of stock and supplies.

Provide regular supervision to junior administrative staff in the team.

Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.

To encourage a culture of professional and effective communication.

Tomaintain a clear constructive relationship with Operational Managers, senior clinicians, team members, and other partner agencies.

To maintain a clear constructive relationship with Operational Managers, senior clinicians, team members, and other partner agencies.

Management responsibilities

To supervise administration staff for monthly supervision and yearly PDR.

Facilitate and under the direction of the Operational Manages and Governance Manager ensure regular communication systems, i.e. good practice events, good practice programme, staff newsletter.

Knowledge of the full range of RHAs administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service.

Ensure health and safety policies are implemented with the staff group e.g. workstation assessments etc.

Implement core operational administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.

Establishing and maintaining effective working relationships with all staff, corporate services (e.g. IT, payroll, finance team) and relevant external bodies. Liaison with Finance Department on invoice/payment queries. Cost coding/monitoring invoices for payment.

Producing clinical reports, letters, presentations etc by verbal instruction, copy or auditory dictation.

Producing and circulating service information.

Person Specification

Qualifications

Essential

• NVQ Level 4 Administration/Degree or relevant equivalent experience
• Management and administration training or equivalent experience
• Worked within NHS/LA or similar large organisation

Experience

Desirable

• Minimum 3 years senior secretary level
• Staff management and supervision
• Experience of Data manipulation and reporting using a range of IT systems
• Experience of dealing with complaints and following process

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

Rochdale Health Alliance

Address

The Old Post Office

No 2 The Esplanade

Rochdale

Greater Manchester

OL16 1AE

Employer's website

https://rochdalehealthalliance.co.uk/ (Opens in a new tab)