Job summary
An exciting opportunity has arisen for an enthusiastic and passionate Office Manager in the Anticoagulant Department. The post holder will be responsible for the provision of a comprehensive administrative and secretarial service for the department, ensuring smooth day to day running of office functions.
The post holder will provide leadership to the administrative and secretarial team, including coordinating workloads, offering guidance and support, ensuring adherence to the Trust policies and standards.
The post holder will provide proactive administrative support to senior management.
The post holder will be required to cover work and cover cross-site (QE/BHH/GHH)
Main duties of the job
Line manage the administrative and secretarial team.
To book outpatient clinics
Receive and deal with telephone queries, accurately recording telephone messages and other queries.
Letter type
Attend departmental and team meetings, contributing to effective teamwork
Ability to make decisions
Plan the day to day workload
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- *Degree in Business Administration or relevant subject or equivalent experience and training
Experience
Essential
- *Experience of dealing with the Public/Customer service experience
- *Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
- *Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
- *High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
- *Experience of working in a busy environment working independently and exercising judgment and decision-making skills
- *Experience in handling patient complaints
- *Experience in managing clinics
- *Experience of managing rotas
- *Experience of minute taking
- *Experience of recruitment and workforce planning
Desirable
- *Experience of using UHB IT systems
- *Experience of working in healthcare
- *Experience of performance management, managing staff sickness
Additional Criteria
Essential
- *Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- *Excellent keyboard / IT skills ensuring accuracy
- *Highly developed prioritisation skills
- *Organisation and coordination of meetings including the transcribing of minutes
- *Good time management skills
- *Ability to deal professionally with enquiries from staff, Patients and Visitors
- *Confidentiality and tact necessary for dealing with
- *people at all levels, and the most complex and sensitive information
- *Ability to pay attention to detail where there are predictable interruptions to the work pattern
- *Ability to deal with stressful situations and sensitive issues
- *Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
- *Confident in dealing with people at all levels
- *Must be able to demonstrate an understanding of equality and diversity
- *Mature open and flexible approach to work
- *Demonstrates care and compassion
- *Good inter-personal and communication skills.
- *Good organisational skills
- *Team Player
- *Conscientious
- *Demonstrates reliability, motivation and commitment
- *Ability to work under pressure and deal with stressful situation
- *Work effectively and flexibly as part of a team to meet the needs of the services.
- *Ability to travel to multiple sites.
Person Specification
Qualifications
Essential
- *Degree in Business Administration or relevant subject or equivalent experience and training
Experience
Essential
- *Experience of dealing with the Public/Customer service experience
- *Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
- *Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
- *High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
- *Experience of working in a busy environment working independently and exercising judgment and decision-making skills
- *Experience in handling patient complaints
- *Experience in managing clinics
- *Experience of managing rotas
- *Experience of minute taking
- *Experience of recruitment and workforce planning
Desirable
- *Experience of using UHB IT systems
- *Experience of working in healthcare
- *Experience of performance management, managing staff sickness
Additional Criteria
Essential
- *Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- *Excellent keyboard / IT skills ensuring accuracy
- *Highly developed prioritisation skills
- *Organisation and coordination of meetings including the transcribing of minutes
- *Good time management skills
- *Ability to deal professionally with enquiries from staff, Patients and Visitors
- *Confidentiality and tact necessary for dealing with
- *people at all levels, and the most complex and sensitive information
- *Ability to pay attention to detail where there are predictable interruptions to the work pattern
- *Ability to deal with stressful situations and sensitive issues
- *Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
- *Confident in dealing with people at all levels
- *Must be able to demonstrate an understanding of equality and diversity
- *Mature open and flexible approach to work
- *Demonstrates care and compassion
- *Good inter-personal and communication skills.
- *Good organisational skills
- *Team Player
- *Conscientious
- *Demonstrates reliability, motivation and commitment
- *Ability to work under pressure and deal with stressful situation
- *Work effectively and flexibly as part of a team to meet the needs of the services.
- *Ability to travel to multiple sites.
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.
