Band 5 Group Office Manager/PA - Clinical Group

Job responsibilities

Group Office Manager

Develop induction programmes tailored to individual learning needs meeting the

competencies within the Trusts administrative framework and development model.

Disseminate Trust and Divisional information to the team and act as a first point of contact for feedback.

Implement regular supervision with team members to include the management of annual leave, sickness, study and any other leave plus completion of mandatory training.

Ensure all team members meet and maintain high standards of performance and act as a role model.

Ensure all team members are supported to develop required competencies and have annual PDR's resulting in specific objectives and effective personal development plans.

Ensure all team members have appropriate access and hierarchies are in place within Trust corporate systems ie. Electronic Staff Record (ESR), ELFS, requisitioning and invoicing systems.

Work with other administrative staff and the Business Support/Transformation Manager to define office protocols and consolidate the necessary standards of Standing Operational Policies (SoPs) to include the production and distribution of patient and staff correspondence.

Proactively ensure that procedures/ systems are reviewed regularly and that the required standards are met by the all team members.

Maintain and archive staff personal files (including summary sheets) ensuring confidentiality at all times.

Organise and administer recruitment and selection procedures, working with Human Resources (HR) to ensure processes are adhered to.

To understand and implement relevant HR policies to include sickness and performance policies plus undertake fact finds and/or support formal meetings as appropriate.

Delegate tasks to other team members as appropriate.

Provide information to the Divisional Recruitment Officer in order to support with the timely completion of recruitment processes.

Personal Assistant

To be responsible for diary management of key individuals ensuring the smooth and efficient deployment of their time, without overlap of meetings; arranging delegates to attend/ Chair conflicting meetings as necessary; booking parking and meeting rooms in advance; proactively updating the calendars as required; and ensuring that key Divisional meetings are covered in their absence.

To be responsible for the management of key individuals email inbox(es) and correspondence as directed, using discretion and initiative to ensure urgent items are prioritised and brought to the individuals attention.

Where appropriate, initiate actions demonstrating a high level of judgment around confidentiality and priorities, without reference to key individuals as appropriate.

Follow-up progress emails and take relevant action on their behalf where necessary and negotiate with staff as required.

Communicate efficiently and effectively with staff and service users, including those from other internal Trust Departments, external agencies, providing or receiving complex or sensitive information, where tact, reassurance, agreement and co-operation is necessary, modeling high standards of customer service.

Participate in meetings as required, taking responsibility for:

The identification of agenda items and subsequent drafting of agenda.

Collation and distribution of agenda and papers, adhering to terms of reference.

Taking electronic minutes/action log during meetings and ensure they are of high quality, accurate draft minutes for the Chair's approval within required timescales.

Maintain action log spreadsheets for meetings, chasing and populating updates

prior to circulation of papers for each forthcoming meeting and moving actions from 'current' to 'complete' tabs as appropriate.

Ensure forthcoming meetings will be quorate, in line with terms of reference and alert individual/delegated Chair as necessary.

Ensure the individual/delegated Chair has access to all relevant documents in a timely manner prior to meeting date and are available through secure shared network folders.

Ensure that documents/ presentations can be projected onto a screen during meetings ensuring all relevant equipment is available ie. dialling in via teleconference and that the Chair and all participants are given relevant details in order to dial in.

Ensuring that key Divisional Governance meetings are covered to include, and not exhaustive of, Divisional Mangement Board (DMB), Confirm and Challenge, Dental Divisional Quality Committee (DDQC), Clinical Harms Review Group (CHRG) and Patient Safety Faculty (PSF).

Draft appropriate responses to correspondence with a good standard of English; using this knowledge to check the content of all other documents drafted approval/ signature.

Proficiently utilise word processing and software packages to produce high quality documentation and presentations, utilising Word, Excel and Power Point.

Co-ordinate and collate information, producing an amalgamated, accurate and comprehensive draft to review within required timescales e.g. recovery plans for the Performance Management Executive (PPE) and contributions to the Divisional Newsletter/Bulletin.

Highlight in a timely manner all requests for electronic/hard copy authorisation of workforce approval and HR forms, e-procurement, invoices and e-expenses; submissions such as reports to Boards/ Committees, lease car/ salary variation.

Develop and maintain comprehensive up-to-date accurate filing and office systems (both manual and electronic) whilst working towards a paperless office environment by developing and maintaining a consistent policy of working more efficiently, and smarter as an organisation with respect to communications and record keeping.

Develop and maintain a database for relevant members of staff for sickness and absence returns in order to highlight the requirement for sickness reviews etc. Ensure that return to work interviews are carried out and that (ESR) information such as maternity/paternity is accurately inputted.

Ensure completion of monthly returns that require approval for relevant members of staff taking a proactive role in gathering information and ensuring this is submitted in line with payroll deadlines.

Monitor training analysis received and ensure the relevant members of staff are aware of their outstanding training requirements, producing reminders to help ensure targets are met.

Utilise ESR and TRAC recruitment system to raise workforce approval forms, staff change forms and termination forms as required, ensuring these are progressed in a timely fashion.

Adminster purchase requisitions for stock and non-stock items in accordance with the Trusts Standing Financial Instructions and financial procedures.

Maintain accurate spreadsheets that outline the availability of key individualsfor the current and forthcoming two months with a rolling programme of review, available in the relevant shared folder.

Assist with the identifying, recording and disseminating of cover arrangements during annual leave, non-working days, sickness and any other absence.

Lead responsibility for ensuring that starters are added and leavers are deleted from relevant Trust staff distribution list(s) on the Outlook global address book.

Develop and maintain a working knowledge of all areas of the Trust and key relationships with partners.

Use and maintain general office equipment as required including personal computers, printers, transcription machine, answer machine, fax and photocopier.

Arrange events on behalf of key individuals, confirming speakers, time tables, venues, facilities, refreshments and any accommodation.

Organisation of HR events such as staff consultations, investigation interviews and panel hearings as requested following HR policies and procedures liaising with senior members of staff, HR, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings

Medical Staffing

Oversee the collation, preparation and submission of ETADs for clinicians within each Clinical Group by the specified deadlines.

Process documentation for clinical attachments through Honorary Contracts and Observerships within the clinical group and oversee Advisory Appointment Committees (AACs).

Prepare and submit letters for staff within the Clinical Group in relation to flexible working requests, clinical excellence awards (CEAs), fixed term and contract extensions and references.

Work closely with clinicians (including honoraries) to ensure that IRMER (Ionising radiation (medical exemption) regulations) attendance is recorded and updated.

Develop and maintain databases and spreadsheets as required by the role such as the floor allocation information, radiation protection training (including x-ray local rules), human tissue and staff lists.

Assist with e-job planning, preparation of risk assessments, divisional safety SOP spreadsheets and the infections portal.

Act as the central point of contact for general Trust HR and Payroll staff queries as well as the with the induction of new staff to the division assisting with basic systems access training and set up such as R4, Rio, and Carestream.

Management and Leadership Responsibilities

Develop and empower all members of your team to perform to high standards and innovate.

Ensure supportive staff management arrangements are in place and carry out appraisals/personal development reviews (PDRs) for direct reports. Ensure all staff in your team/s have annual PDRs resulting in specific objectives and effective personal development plans

Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs.

Develop a working culture that ensures Health and Wellbeing and promotes a Great Place to Work and Learning for staff.

To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

Other job requirements

Essential

• Be able to meet the travel requirements of the role.

Qualifications

Essential

• NVQ 4 in Business Administration or equivalent
• Minimum RSA 3 Typing / Word Processing or equivalent

Desirable

• Project Management Qualification or experience of managing projects

Experience

Essential

• Relevant experience as a Personal Assistant/Secretary in a large complex organisation at a senior level or equivalent
• Evidence of working on own initiative to high standards against tight deadlines
• Evidence of taking lead in delivering key pieces of work
• Experience of supervising staff

Skills/Knowledge

Essential

• Ability to plan a highly complex workload
• Ability to demonstrate analytical and organisational skills with a clear understanding and knowledge of data analysis development, data management and interpretation
• Highly developed interpersonal and communication skills with individuals and groups
• Excellent organisational/ prioritisation skills and the ability to meet deadlines, often working with sensitive or contentious information within varying environments.
• Ability to demonstrate knowledge and implementation of NHS access targets.
• Competent user of MS Word, Excel, Access, PowerPoint and Patient Administration Systems.
• Ability to think creatively and prioritise in a busy ever changing environment.
• Excellent verbal and communication skills
• Excellent organisational skills
• Excellent inter-personal and negotiating skills
• Ability to confidently administer all aspects of meeting management, including ability to type initial draft of minutes during meetings

Desirable

• Ability to demonstrate knowledge of the local health economy, recent NHS modernisation policies, strategies and outpatient practices
• Ability to lead complex services, setting clear direction and delivering service objectives
• Understanding and knowledge of finance and performance management
• Knowledge and skills in workforce ning, evidencing the ability to engage and fully utilise staff skills and interests.
• Understanding of the goals and values of the Division and the Trust.

Personal Qualities

Essential

• Self-motivated.
• Positive, enthusiastic in outlook and able to set a good example
• Positive, enthusiastic in outlook and able to set a good example
• Able to work independently or as part of a team.
• Flexible and adaptable

Desirable

• Evidence of strong leadership skills, the ability to negotiate, persuade and influence at a senior level with a supportive style whilst also able to take difficult decisions and act assertively
• Keen to develop services in line with service, educational and research priorities with the service.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).