Office Manager

Key Tasks and Responsibilities of the Post Delivery/Management of Service Provide support to customer and visitor reception areas when required, acting as the first point of enquiry, updating SystmOne appointment calendar with arrivals/DNAs, sign posting individual to relevant information / service. Promote the image of the department, checking that notices and leaflets are up to date & well presented. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately, supporting other staff where necessary. Respond to telephone, email and written queries on behalf of the team including call handling where appropriate. Recording all contacts on SystmOne and taking/directing messages. To produce informal and formal minutes as an accurate record of meetings, transcribing and distributing as directed. This includes mini-MDT, weekly MDT and Triage Meetings. Deal with all
referrals/e-referrals directed to the team e.g. Refer to MDT, upload documents, accept/decline referrals, request any additional information from referrers etc. Maintain accurate and timely electronic and hard copy information e.g. DQ errors, updated G drive information (ensuring ease of access/retrieval as appropriate) and in line with policies. Be proactive and contribute ideas for improvement in the way the service is delivered. Ensure that all office support services e.g. post, scanning, filing, photo copying, are delivered in a timely manner. Maximise the use of electronic systems to enable effective management of the service area such as Microsoft Office and patient record systems Able to work on own initiative, prioritising work within defined policies and procedures to set timescales Team Support Support Clinical Team Manager with diary management, information/data gathering, document production (e.g. flow charts), updating ESR with supervision records/appraisals and ad-hoc
requests for support. Manage personal alarms on behalf of team, including assigning devices, maintaining records and usage reports, prompting team to test regularly etc. Assist Clinical Team Manager with e-Roster management. Liaise with management team regarding annual leave, time owing, overtime and input agreed outcomes. Supporting operational staff to access management information; electronic and hard copy. Data Management Collect and collate data to enable managers to monitor budgets and performance in relation to business support function with support of line manager. Collect, collate and prepare information for service area users with support of line manager. Staff management & development Provide the day to day supervision and line management of junior staff where appropriate, including performance management, absence management and appraisal. Demonstrate own activities to new or less experienced employees. Ensure junior staff hand out relevant questionnaires (e.g iwantgreatcare)
and input this onto system. Financial management Monitor stock e.g. stationery and order supplies and equipment as required within the business area. Undertake surveys or audits as directed.