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    Office Supervisor - Birmingham, United Kingdom - University Hospitals Birmingham NHS Foundation Trust

    University Hospitals Birmingham NHS Foundation Trust
    University Hospitals Birmingham NHS Foundation Trust Birmingham, United Kingdom

    1 week ago

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    Description

    An exciting opportunity has arisen for an enthusiastic individual to take on the role of Office Manager based at Heartlands Hospital.

    The post holder will be required to line manage a group of Medical Secretaries across Heartlands, Solihull and Good Hope Hospitals monitoring compliance of appraisals and ensure mandatory training is up to date.

    You will work closely with the Operational Team to continuously monitor internal & external targets and standards relating to data quality and performance.

    In addition, you will be required to undertake recruitment and selection, managing rotas, approving annual leave and dealing with any day to day staffing queries as they arise.

    To ensure the workload is planned and carried out efficiently, on time, and in accordance with all policies, protocols and guidelines

    To line manage the administration staff plan and organise staff rotas, annual leave and recruitment of administration staff ensuring appropriate resourcing levels are maintained.

    To hold regular team meetings, conduct regular 1:1s, participate in administrative team meetings, service development meetings, senior management team meetings and any other relevant meetings across sites as required
    We are recognised as one of the leading NHS Foundation Trusts in the UK.

    Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

    Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO.

    To plan and organise staff rotas and annual leave
    To actively participate at Senior Management Team meetings and be part of strategic and organisation plans in order to deliver services within recognised frameworks to ensure a fully coordinated and supportive administrative team for the service/department
    To identify training and development needs of the administration team
    To line manager the administration team including sickness absence, appraisals etc
    Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations and other relevant correspondence
    To assist with the collection and provision of statistical data as required
    Receiving and dealing with telephone enquiries as appropriate
    To ensure staff have access and are aware of Trust policies
    To be able to identify risks within the department and escalate as appropriate
    Deal with routine enquiries relating to administration activities. Provide effective communication and problem solving both face to face and via telephone
    Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the appropriate person/department

    Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g.

    , Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
    Ability to make decisions and take actions relating to enquiries/complaints etc.

    Planning and Organisational Skills:
    Prioritise own workload and the workload for the administration team ensuring the provision of an efficient administration service
    Arrange conferences, training including venues and hospitality as required

    Policy and Service Responsibilities:
    Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to
    To establish and continue improvement of office information systems and procedures to ensure an efficient and effective service
    Responsibility for Financial and

    Physical Resources:
    Orders stock and stationery, authorised signatory for travel arrangements and meeting expenses
    Line manages the administration staff which includes secretaries, clerical and receptionist staff within the team
    Responsible for the induction and training of all new members of staff
    Take a lead role in the recruitment of administration staff
    Prepare documentations such agendas, presentation, patient leaflets etc. using a range of IT software
    Be responsible for confidentiality in line with Trust policy and procedures
    Ensure data is accurately inputted using a variety of Trust IT systems in a timely way
    Strictly adhere to Caldicott and the Data Protection Act
    Be responsible for the quality of information Photocopy, scan and distribute documents as required
    Shred and destroy confidential documentation in line with Trust policy
    Undertake surveys and routine audits of own work as and when required

    Degree in Business Administration or relevant subject or equivalent work experience and training

    GCSE Maths and English
    ~ Qualifications in Administration

    High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)

    • Must be able to demonstrate an understanding of equality and diversity
    • Mature open and flexible approach to work
    • Ability to travel to multiple sites
    • University Hospitals Birmingham NHS Foundation Trust
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