Band 5 Office Manager

Job responsibilities

Management of the Director's calendar to ensure smooth and efficient deployment of theDirector's time, without overlap of meetings; arranging delegates to attend/ Chairconflicting meetings on the Director's behalf as necessary; booking parking and meetingrooms in advance; proactively updating the calendar as required; and ensuring that keymeetings are covered in the absence of the Director. Management of the Director's in-box and correspondence, using discretion and initiativeto ensure urgent items are prioritised and brought to the Director's attention. Whereappropriate, initiate actions demonstrating a high level of judgment around confidentialityand priorities, without reference to the Director. Chase progress emails and takerelevant action on behalf of the Director and where necessary negotiate with staff withauthority and sensitivity. Communicate efficiently and effectively with staff and service users, including those fromother agencies, providing or receiving complex or sensitive information, where tact, reassurance, agreement and co-operation is necessary, modelling high standards of customer service. Provide the Director with confidential management support in dealing effectively with arange of often politically and personally sensitive issues. Participate in meetings as required, taking responsibility for:a. The identification of agenda items and subsequent drafting of agenda.b. Collation and distribution of agenda and papers, adhering to terms of reference.c. Taking electronic minutes during meetings and turn these around into high quality,accurate draft minutes for the Chair's approval within required timescales.d. Maintain Action Log spreadsheets for meetings, chasing and populating updatesprior to circulation of papers for each forthcoming meeting and moving actions from'current' to 'complete' tabs as appropriate.e. Ensuring forthcoming meetings will be quorate, in line with terms of reference andalert Director/ delegated Chair as necessary.f. Ensuring the Director/ delegated Chair has access to all relevant documents in atimely manner prior to meeting date.g. Ensuring meeting papers are available to participants through secure shared networkfoldersh. Ensuring that documents/ presentations can be projected onto a screen duringmeetings.i. Ensure that, when requested, virtual means of joining meetings are arranged in atimely manner, such as dialling in via teleconference or using video conferencing facilities and that the Chair and all participants are given relevant details in order to dial in. Draft appropriate responses to correspondence on behalf of the Director using a highlevel of written English. Also, using this knowledge to check the content of all otherdocuments drafted for the Director's approval/ signature. Proficiently utilise word processing and software packages to produce high qualitydocumentation and presentations, utilising Word, Excel and Power Point to a very highstandard. Ensure that the Director has access to the relevant documents and equipment to attendmeetings and has access to the reading literature in a timely manner prior to themeeting date. Co-ordinate and collate information required by the Director, producing anamalgamated, accurate and comprehensive draft for the Director to review withinrequired timescales e.g. recovery plans for the Performance Programme ManagementBoard and contributions to the Children and Families Team Brief. Bring to the Director's attention in a timely manner all requests for electronic/ hard copyauthorisation of workforce approval and HR forms, e-procurement, invoices and e-expenses; submissions such as reports to Boards/ Committees; requests such as for lease car/ salary variation. Develop and maintain comprehensive up-to-date accurate filing and office systems (bothmanual and electronic) whilst working towards a paperless office environment bydeveloping and maintaining a consistent policy of working more efficiently, and smarteras an organisation with respect to communications and record keeping. Develop and maintain a database for members of staff who directly report to the Directorfor sickness and absence returns. Ensure that return to work interviews are carried outand that all ESR information is accurately inputted. Notify Director of requirement forsickness reviews and arrange appointments and draft letters as required. Ensure completion of monthly returns that require approval by the Divisional Director forstaff members to payroll department, taking a proactive role in gathering information andensuring this is submitted in line with payroll deadlines. Monitor training analysis received and ensure all direct reports to the Divisional Directorare aware of their outstanding training requirements, producing reminders to helpensure targets are met. Utilise the finance tools system to raise workforce approval forms, staff change formsand termination forms as required, ensuring these are progressed in a timely fashion.

Administrate purchase requisitions for stock and non-stock items for the Director, operating in accordance with Standing Financial Instructions and financial procedures. Ensure the spreadsheet of C&F SMT availability is maintained accurately for the currentand forthcoming two months with a rolling programme of review, available in the relevantshared folder. Assist the division's senior management team with identifying, recording anddisseminating cover arrangements during annual leave, non-working days, sickness andany other absence. Lead responsibility for ensuring that starters are added and leavers are deleted from theBCHC Provider Children Families All Staff distribution list on the Outlook global addressbook. Develop and maintain a working knowledge of all areas of the Foundation Trust and keyrelationships with partners. Organisation of HR events such as staff consultations, investigation interviews andpanel hearings as requested following HR policies and procedures liaising with seniormembers of staff, human resources, staff and Trade Unions as appropriate andincluding taking accurate verbatim notes from interviews and hearings. Use and maintain general office equipment as required including personal computers,printers, transcription machine, answer machine, fax and photocopier. Arrange events on behalf of the Director, confirming speakers, time tables, venues,facilities, refreshments and any accommodation, Administrate purchase requisitions for stock and non-stock items for the Director, operating in accordance with Standing Financial Instructions and financial procedures. Ensure the spreadsheet of C&F SMT availability is maintained accurately for the currentand forthcoming two months with a rolling programme of review, available in the relevantshared folder. Assist the division's senior management team with identifying, recording anddisseminating cover arrangements during annual leave, non-working days, sickness andany other absence. Lead responsibility for ensuring that starters are added and leavers are deleted from theBCHC Provider Children Families All Staff distribution list on the Outlook global addressbook. Develop and maintain a working knowledge of all areas of the Foundation Trust and keyrelationships with partners. Organisation of HR events such as staff consultations, investigation interviews andpanel hearings as requested following HR policies and procedures liaising with seniormembers of staff, human resources, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings. Use and maintain general office equipment as required including personal computers,printers, transcription machine, answer machine, fax and photocopier. Arrange events on behalf of the Director, confirming speakers, time tables, venues,facilities, refreshments and any accommodation,

First line management of the team of Personal Assistants supporting the Children and Families Division Senior Management Team. Develop induction programmes tailored to individual learning needs meeting thecompetencies within the Foundation Trust administrative framework and developmentmodel. Implement regular supervision of staff including management of annual, sickness, studyand any other leave and timely attendance at/ completion of mandatory training. Ensure all staff in the administration team meet and maintain high standards ofperformance, act as a role model for these and ensure they are supported to developrequired competencies and have annual PDR's resulting in specific objectives andeffective personal development plans. Ensure all members of the administration team have appropriate access and hierarchiesare in place within ESR, Finance Tools, finance requisitioning and invoicing systems. Work with other administrative staff and the Executive Office Manager to define officeprotocols required and consolidate the necessary standards of office operational policy;proactively ensuring that procedures/ systems are reviewed regularly and that therequired standards are met by the C&F SMT Administrative team. Maintain staff's personal files for own direct reports and Director's direct reportsensuring confidentiality at all times. Organise and administer recruitment and selection procedures, working with HR toensure processes are adhered to. Follow through performance and capability management policies and undertakeinvestigations as delegated and within the sphere of the role. Delegate tasks to other members of the administration team as appropriate.

Qualifications

Essential

• Educated to A level standard or equivalent level of experience
• Commitment to ongoing learning/training
• Supervisory/management qualification

Desirable

• Evidence of continuing professional development

Experience

Essential

• Significant experience working within an admin and clerical role
• Significant experience of dealing with admin processes
• Experience of developing admin systems and processes and implementing change
• Understanding of methods for ensuring effective communication
• Good understanding of office procedures and technology
• Advanced ability to use IT packages including Microsoft applications

Desirable

• Knowledge and understanding of Trust patient administrative systems e.g. CHIS and RIO
• Knowledge of main Trust policies and procedures pertaining to the role
• Previous staff supervisory managerial experience witin the NHS
• Involvement in change management processes in a supervisory capacity
• Experience of working in a performance management framework

Skills

Essential

• Excellent organisational skills
• Ability to determine prioritise own / others workload and forward plan effectively
• Ability to work autonomously
• Ability to work on own initiative, make effective decisions, and problem solve
• Ability to review processes identify system failures and make recommendations for change
• Ability to set and maintain standards and initiate Improvements
• Excellent written and verbal communication skills
• Ability to input and extract complex data
• Report writing
• Ability to read and translate complex data and present results
• Team building and conflict resolution

Personal Qualities

Essential

• Ability to work calmly under pressure and meet tight deadlines
• Ability to maintain patient confidentiality at all times
• Meticulous in approach and highly attentive to detail
• Tact and diplomacy
• Reliable
• Conscientious
• Enthusiastic
• Motivator of self and others
• Adaptable to change
• Innovative and creative in problem solving
• Assertive

Other

Essential

• Ability to travel across the city
• Flexibility

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).