Job summary
Oxford Medical Illustration is a customer-focused NHS department that provides photographic, video, design and print services to Oxford University Hospitals NHS Trust, the University of Oxford, and external partners. We understand the power of effective communication, and our in-house print unit plays a vital role in delivering crucial information to patients, families, and staff. We are seeking an exceptional Print Room Manager to champion this mission.
A rare and rewarding opportunity has arisen for a Print Room Manager to oversee the day-to-day running of our busy in-house digital print service. Working with industry standard, high-speed, high-volume, colour and B&W digital devices, you will be responsible for the scheduling and production of patient information, corporate information, marketing materials and teaching aids on behalf of the Trust and its associated clients. This is very much a hands-on role where you will have responsibility for ensuring that quality standards are achieved, and customer requirements are met. You will confidently lead and support the Print Room Assistant in all aspects of print production, setting a positive example as you embrace flexibility to work in a fast-paced environment.
Main duties of the job
Candidates should be qualified to Degree level in business administration or equivalent and have at least two years technical, administrative, or clerical work experience. With an eye for detail, you should have the ability to work under pressure while maintaining accuracy and quality. A background of working in the print industry is desirable but not essential, however, you must have experience in working within a customer service environment and have excellent communication, supervisory, numeracy, and organisational skills. Proven skills in Microsoft Office365, database management are also essential and experience in the use of print management software would be a distinct advantage.Above all, we are looking for a gracious team player with a passion for customer service and the ability to inspire and uplift those around you.
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - theJohn Radcliffe Hospital,Churchill HospitalandNuffield Orthopaedic Centrein Headington and theHorton General Hospitalin Banbury.
Job description
Job responsibilities
To provide and manage print room services to the Oxford University Hospitals NHS Trust and external clients, ensuring that all material is produced to a high quality whilst meeting time and budgetary constraints.
Main Tasks and Responsibilities
- Manage a busy hospital print room service.
- Manage print room reception ensuring that all customers are well received and their work requirements are taken in an efficient, friendly and professional manner.
- Communicate with staff from CEO down and external clients requesting complex print work, ensuring all requests are accurately documented including technical specifications, deadlines and costs.
- Responsible for receiving, amending, producing and delivering highly sensitive, confidential and commercially sensitive information.
- Responsible for printing and copying patient sensitive information.
- Responsible for managing the production of controlled patient information leaflets critical to gaining patient consent and ensuring patients are informed of their treatment or condition.
- Responsible for managing business, administrative, financial and computer systems to ensure compliance with the Trusts standing financial instructions.
- Work with the Head of Design and Head of Service to develop, implement and manage workflow systems to ensure the effective administration of the print room.
- Work with Manager to audit and update working procedures to ensure efficiency, maintain operative control and quality standards.
- Ensure the smooth running of all production print machines including high speed online B&W printers, colour printers, and production finishing equipment.
- Recommend and provide cost effective solutions for binding, laminating and finishing services.
- Support sustainability and digital options where appropriate.
- Provide service users with the necessary advice and support to produce printed material direct from their computers to the copiers and printers including advice on document set up and output in MS Word, MS PowerPoint, Adobe Acrobat, etc.
- Answer phone and MS Teams enquires relating to the service.
- Schedule and manage all work to ensure deadlines are met.
- Manage the print rooms workload, produce work schedules, ensure all job information is kept up to date and work is assigned to staff.
- Responsible for ensuring that all work areas and equipment are clean, tidy and well maintained.
- Responsible for the maintenance of all equipment. Carry out daily maintenance checks to ensure all machines are in good order.
- Engage with suppliers and OUH procurement team to ensure established service level agreements are met and machine breakdowns are reported and engineers notified.
- Reporting to Head of Design to ensure team are aware of and able to plan for any disruptions to the service.
- Plan monitor and maintain stock levels. Order equipment and materials where necessary via Trusts electronic ordering system.
- Identify equipment needs and make recommendations for new purchases.
- Responsible for taking cash and cheque payments.
- Adhere to the Trusts Standard Financial Instructions.
- Ensure all work is documented, accounted for and signed off by customers.
- Responsible for managing, operating and developing print management software systems.
- Manage Trust-wide print management computer system, Digital Store Front, enabling staff to view documents and submit print jobs.
- Work with the Head of Design, Head of Service and Operational Procurement to manage the Trusts print spend.
- Provide the Head of Design with management and financial reports.
- Develop and implement departmental standard operating procedures to ensure quality control and efficiency.
- Contribute to the business planning of the service
- Produce reports for the manager which detail service status, recommendations for change, etc.
- Contribute to the promotion, marketing and development of the service.
- Maintain the confidentiality of sensitive information.
- Be aware of copyright law and NHSs identity guidelines.
- Manage the print room assistant and other members of the team as required.
- Train other Medical Illustration staff in the use of equipment to ensure there is contingency in place to cover annual leave and sickness.
- Work with a high degree of accuracy and attention to detail.
- There is a requirement for the post holder to sit for long periods when using a computer or answering telephone queries each day.
- Frequent high levels of prolonged concentration when inputting job data. However, this may be done whilst dealing with a continuous stream of interruptions by telephone and face to face queries.
- Requirement to use VDU equipment for long periods of time.
- The post holder will be required to work with customers who are occasionally & unnecessarily abrasive and emotionally distressed.
- The work requires a high degree of accuracy and attention to detail.
- Work can be extremely time pressured to meet client deadlines.
- Maintain your professional and technical knowledge and keep up-to-date with the developments and innovations that have an effect on the service.
- Contribute to the effective day-to-day running of the department, assist in the development of good working practices and help to support other members of the team.
- Attend and contribute to daily design team production meetings.
- Advise on effective use of in-house capabilities for design projects.
- Highlight jobs suitable for digitisation or bulk printing.
- Ensure compliance with Trust policies for patient information production and OUH brand guidelines.
- Attend and engage with department meetings in a professional manner to understand the needs of the wider team and support accordingly.
Risk Management
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.
Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.
Staff should be familiar with the
- Major Incident Policy
- Fire Policy
and should make themselves familiar with the local response plan and their role within that response.
Responsibilities for Health & SafetyThe post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
General Information
- The Trust is an equal opportunities employer and all employees are actively encouraged to contribute to the promotion of diversity.
- The Trust operates a total no smoking policy.
Other Duties
Other duties may be assigned from time to time according to the needs of the service.
Note
This job description provides the current main responsibilities of the post, but is not intended to be exhaustive. It will be subject to periodical review and amendment in the light of staff development and the needs of the service.
Job description
Job responsibilities
To provide and manage print room services to the Oxford University Hospitals NHS Trust and external clients, ensuring that all material is produced to a high quality whilst meeting time and budgetary constraints.
Main Tasks and Responsibilities
- Manage a busy hospital print room service.
- Manage print room reception ensuring that all customers are well received and their work requirements are taken in an efficient, friendly and professional manner.
- Communicate with staff from CEO down and external clients requesting complex print work, ensuring all requests are accurately documented including technical specifications, deadlines and costs.
- Responsible for receiving, amending, producing and delivering highly sensitive, confidential and commercially sensitive information.
- Responsible for printing and copying patient sensitive information.
- Responsible for managing the production of controlled patient information leaflets critical to gaining patient consent and ensuring patients are informed of their treatment or condition.
- Responsible for managing business, administrative, financial and computer systems to ensure compliance with the Trusts standing financial instructions.
- Work with the Head of Design and Head of Service to develop, implement and manage workflow systems to ensure the effective administration of the print room.
- Work with Manager to audit and update working procedures to ensure efficiency, maintain operative control and quality standards.
- Ensure the smooth running of all production print machines including high speed online B&W printers, colour printers, and production finishing equipment.
- Recommend and provide cost effective solutions for binding, laminating and finishing services.
- Support sustainability and digital options where appropriate.
- Provide service users with the necessary advice and support to produce printed material direct from their computers to the copiers and printers including advice on document set up and output in MS Word, MS PowerPoint, Adobe Acrobat, etc.
- Answer phone and MS Teams enquires relating to the service.
- Schedule and manage all work to ensure deadlines are met.
- Manage the print rooms workload, produce work schedules, ensure all job information is kept up to date and work is assigned to staff.
- Responsible for ensuring that all work areas and equipment are clean, tidy and well maintained.
- Responsible for the maintenance of all equipment. Carry out daily maintenance checks to ensure all machines are in good order.
- Engage with suppliers and OUH procurement team to ensure established service level agreements are met and machine breakdowns are reported and engineers notified.
- Reporting to Head of Design to ensure team are aware of and able to plan for any disruptions to the service.
- Plan monitor and maintain stock levels. Order equipment and materials where necessary via Trusts electronic ordering system.
- Identify equipment needs and make recommendations for new purchases.
- Responsible for taking cash and cheque payments.
- Adhere to the Trusts Standard Financial Instructions.
- Ensure all work is documented, accounted for and signed off by customers.
- Responsible for managing, operating and developing print management software systems.
- Manage Trust-wide print management computer system, Digital Store Front, enabling staff to view documents and submit print jobs.
- Work with the Head of Design, Head of Service and Operational Procurement to manage the Trusts print spend.
- Provide the Head of Design with management and financial reports.
- Develop and implement departmental standard operating procedures to ensure quality control and efficiency.
- Contribute to the business planning of the service
- Produce reports for the manager which detail service status, recommendations for change, etc.
- Contribute to the promotion, marketing and development of the service.
- Maintain the confidentiality of sensitive information.
- Be aware of copyright law and NHSs identity guidelines.
- Manage the print room assistant and other members of the team as required.
- Train other Medical Illustration staff in the use of equipment to ensure there is contingency in place to cover annual leave and sickness.
- Work with a high degree of accuracy and attention to detail.
- There is a requirement for the post holder to sit for long periods when using a computer or answering telephone queries each day.
- Frequent high levels of prolonged concentration when inputting job data. However, this may be done whilst dealing with a continuous stream of interruptions by telephone and face to face queries.
- Requirement to use VDU equipment for long periods of time.
- The post holder will be required to work with customers who are occasionally & unnecessarily abrasive and emotionally distressed.
- The work requires a high degree of accuracy and attention to detail.
- Work can be extremely time pressured to meet client deadlines.
- Maintain your professional and technical knowledge and keep up-to-date with the developments and innovations that have an effect on the service.
- Contribute to the effective day-to-day running of the department, assist in the development of good working practices and help to support other members of the team.
- Attend and contribute to daily design team production meetings.
- Advise on effective use of in-house capabilities for design projects.
- Highlight jobs suitable for digitisation or bulk printing.
- Ensure compliance with Trust policies for patient information production and OUH brand guidelines.
- Attend and engage with department meetings in a professional manner to understand the needs of the wider team and support accordingly.
Risk Management
The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment.
Staff will be provided with the necessary education, training and support to enable them to meet this responsibility.
Staff should be familiar with the
- Major Incident Policy
- Fire Policy
and should make themselves familiar with the local response plan and their role within that response.
Responsibilities for Health & SafetyThe post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health & Safety at Work Act 1974, Statutory Regulations and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
General Information
- The Trust is an equal opportunities employer and all employees are actively encouraged to contribute to the promotion of diversity.
- The Trust operates a total no smoking policy.
Other Duties
Other duties may be assigned from time to time according to the needs of the service.
Note
This job description provides the current main responsibilities of the post, but is not intended to be exhaustive. It will be subject to periodical review and amendment in the light of staff development and the needs of the service.
Person Specification
Essential
Essential
- Degree or equivalent knowledge, skills and experience in business management, office software, project managing and personnel management.
- Commitment to and evidence of on-going training and development.
- Experience of supervising staff
- Computer literate including using databases
Desirable
- Degree or equivalent knowledge, skills and experience of print management, specialist print, graphic design.
- Experience of working in a print or copy shop environment.
- Knowledge of print systems(uniflow, equitrac, fiery)
Person Specification
Essential
Essential
- Degree or equivalent knowledge, skills and experience in business management, office software, project managing and personnel management.
- Commitment to and evidence of on-going training and development.
- Experience of supervising staff
- Computer literate including using databases
Desirable
- Degree or equivalent knowledge, skills and experience of print management, specialist print, graphic design.
- Experience of working in a print or copy shop environment.
- Knowledge of print systems(uniflow, equitrac, fiery)
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.
