Office Manager - Cardio-Respiratory

Choose Well - Choose WWL

Job overview

The Cardio-Respiratory Department are looking to recruit an Office Manager within the Admissions Team based at the RAEI site, Wigan and Leigh CDC.

You must have the ability to work on your own, able to show you have initiative, have a flexible approach, a self-motivated outlook, attention to detail, excellent record keeping ability and a high level of communication skills.

You will be working 37.5 hours per week. The service operates Monday - Sunday 0730-1800 on a rota basis. You would be expected to work hours within these times as agreed, however it is necessary to be flexible and able to adapt to change and altering work patterns.

Please note this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.

Main duties of the job

As Office Manager you will provide and manage an efficient, flexible and responsive administrative function whilst supporting clinical staff in the delivery of effective Inpatient booking services.

The post holder will be expected to organise their own workload and create shift rotas, deal with sickness and absences as well as coordinate admin staff. You will be responsible for the admin team and accountable to the Cardio-Respiratory Physiology manager.

To deliver all targets and deadlines ensuring that Patients interests and benefits remain central to its function. To evaluate staff training and development needs to achieve a highly motivated, well trained team that meets the requirements of the service.

Working for our organisation

Choose Well – Choose WWL

We have a recognised track record in staff engagement and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

Detailed job description and main responsibilities

• Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completes.
• Managing the admin team planning work rotas, annual leave and management of sickness absence
• Decision making such as prioritizing work load of the staff to assist with the frequent un scheduled activity or ensuring that extra activity does not compromise the patient care by cancelling and moving patients
• Booking and managing all patients for multiple procedures, diagnostics and appointments.
• Managing non routine activity such as re-scheduling patients some of which can be more difficult to communicate but provide the best quality of care, managing emergency bookings as well as stand by patients to come in as extra activity
• Problem solve and communicate complex information such as changing or cancelling one type of test and replacing it with different types which require different pre assessment needs. This information will be given to the patients who will not necessarily readily appreciate the changes.
• Use protocols that requires the patients to stop medication prior to specified diagnostic testing
• Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients booking system to maximize activity and prevent breaches.
• Communicating with patients as well as multiple teams to ensure pre procedure requirements are completed such as ensuring bloods tests are completes, pre op appointment and fasting or stopping medical therapy are confirmed in line with policies of the department
• Co-operate with all disciplines staff of WWL NHS Trust and also our neighboring trusts for the transfer of patient activity
• Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates
• Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab including other relevant IT Systems. Also to include sharing knowledge and experience in Cardio-Respiratory and Cath Lab administration procedures
• Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging necessary transport
• Liaison with External sources eg: GP’s or Tertiary Centers regarding the post diagnostic or treatment continuity of the patient care .
• Advise manager of trends in referral/waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups are arranged as per protocol.
• Receive and process mail, referral letters and telephone calls. Advice available from MDT’s
• Experience in working in a clerical environment with good inter-personnel and communication skills
• Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
• Produce reports using Microsoft/Excel applications.
• To identify improvements to the service provision of services to the public and manage the implementation.
• Oversees running of clinics to ensure they are timely and efficient
• Represent the clerical staff at meetings where policy and service development/changes are discussed.
• Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
• Monitor and record patient flow through the unit.
• Participate in the audit of the service by preparing reports of data.
• Data input of service/scanning patient results.

• Have a confident, empathetic approach to investigation and negotiate when dealing with occasional; highly distressing situations such as cancelling patient’s procedures based on the demand of the acutely ill patients.
• The necessity to communicate either on the telephone or face to face with various internal and external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff, Directorate Staff, and Solicitors
• Good communication and interpersonal skills in order to exchange information with patients who have a variety of barriers to understanding and language, ie use of various language services activated when necessary. On occasion there can be distressing or highly emotional situations that the post holder will be exposed too particularly when the treatment or operation is to be cancelled
• To maintain good working relationships with all the disciplines even when there can be barriers to communication
• To respect the individuality, values, cultural and religious diversity of clients and contribute to the provision of a service sensitive to these needs.

• To identify deficits in resources required to carry out the job and bring to the attention of the Cardio-Respiratory manager
• To be responsible for the monitoring of materials and equipment and maintain stocks.
• To organise booking of transport and interpreter services with financial cost to the Service and the Trust.

• To maintain personal and professional development to meet the changing demands of the job, participating in appropriate training activities when required.
• To participate in clinical supervision sessions highlighting development needs
• To comply with annual PDR and appraisal system and to assist in PDR of junior staff
• To contribute to the induction of new staff.
• Managing the administrations team, planning work rota, annual leave and sickness/absences

• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

• To participate in and contribute to the training and education of all other staff when required

Person specification

Knowledge

• Administrative working
• NHS IT systems and workflow

Skills

• Communicate with others effectively using a variety of methods
• Excellent literacy and numeracy skills
• Prioritise and organise own workload.
• Work effectively with IT equipment including excellent keyboard skills
• Competent in the use of Microsoft Office packages.

Qualifications

• Educated to GCE/CSE/GCSE ‘O’ Level Standard or equivalent or able to demonstrate equivalent experience

Experience

• Working to deadlines
• Working in an office environment
• Extensive use of hospital/NHS IT systems, SOLUS,
• Working as part of a multi-disciplinary team

Additional

• Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
• Diplomatic, courteous, patient.
• Reliable, flexible, responsive and proactive
• Motivate and encourage staff under supervision
• Work effectively when under pressure
• Use of initiative
• Problem solving
• Think and respond quickly to non-routine queries and situations.
• Able to travel between site within appropriate timescales.
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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Recruitment Information for Candidates

Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.

The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.

We endeavour to inform all applicants of the outcome of their application by email or SMS text message.

Guidance on Completing Your Application

Applications are scored against the person specification, therefore we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.

On-Call

Please note that some roles may require you to participate in an on-call rota, if the role is predominantly operational.

Continuous Service

WWL has signed up to the Greater Manchester Continuous Service Commitment. and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits.