NHS - Office Manager

Job overview

An opportunity has arisen to join the Clinical Specialties Services Management Team for a period of 9 months for secondment cover. If you are a dynamic, forward thinking individual with a passion for service delivery and an interest in developing your career in a healthcare setting, this role could be perfect for you.

Working closely with the divisional General Manager and Business Managers, this role is essential to ensure that the CSS management processes are running smoothly and efficiently, patients are safely cared for, and staff are supported and given the correct knowledge and skills to undertake their roles.

The post holder will provide leadership to administrative / clerical staff and manage the administrative functions across the Directorate. This encompasses divisional recruitment, procurement, invoicing and contract monitoring / management and reporting.

Main duties of the job

Provide leadership to the team of divisional secretarial staff.

Oversee the systems and processes operated by the administrative staff and ensure they run smoothly.

Support the implementation and maintenance of IT and other systems and processes for the effective operation of the divisional secretarial team.

Create and maintain effective systems for producing information, statistics and reports.

Coordinate and arrange the recruitment, selection, induction and ongoing training of divisional admin staff and monitor Performance, Appraisal and Personal Development Planning of the divisional secretarial team.

Oversee divisional recruitment and HR changes.

Act as mentor offering professional support for administrative and secretarial staff.

Support the Senior Management Team in the monitoring of financial information, including invoicing and procurement

Support data collation, data submissions and analysis, and to produce activity reports and operational reports for performance monitoring against KPIs.

Working for our organisation

DBTH is one of Yorkshire’s Leading acute trusts, serving a population of more than 440,000. Our services are based over three main hospital sites and several additional services employing over 7,000 colleagues.

At DBTH we have a comprehensive framework of behaviours that guide us in our daily working lives, these form the DBTH Way. We pride ourselves on our commitment to the values of We Care and now the DBTH Way builds upon these foundations, providing further clarity on what it means to embody these values in our everyday interactions.

As an organisation that supports flexible working, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

As an equal opportunities employer, we encourage applicants from all sectors of the community, particularly from under-represented groups including those with disabilities, members of our ethnic minorities and LGBTQ+ communities.

• Extensive range of learning opportunities
• NHS Pension Scheme
• Generous holiday entitlement in line with Terms & Conditions
• Comprehensive health and wellbeing support
• NHS Car Lease schemes and a range of salary sacrifice scheme
• Discounts on restaurants, getaways, shopping and finance through external providers.

Detailed job description and main responsibilities

Please see attached to the advert a job description and person specification for further details. Please ensure you read both documents carefully.

Please note, if your application is successful you will be required to present original certificates of qualifications that are listed in the person specification under essential.

Certificate of sponsorship

Applications from individuals who require a Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applicants. For further information and to check your eligibility for this post please following the link UK Visas and Immigration - GOV.UK. Please note that from April 9th 2025, band 2 & 3 entry roles are no longer eligible for sponsorship.

Person specification

Interpersonal Skills

• Effective communication skills
• Adaptable approach to dealing with staff
• Team building skills
• Logical thinker, who is confident to share views
• Enthusiastic approach
• Able to manage change
• Proactive, self-motivated and with a positive approach to work
• Flexible and adaptable, able to take direction and instruction from others
• Team Player with a professional approach to work and colleagues; able to develop good working relationships
• Demonstrates Trusts values and behaviours
• Maintain and promote professionalism in the workplace at all times
• Ability to engage and motivate others
• Ability to deal calmly and diplomatically with a range of personalities and situations
• Commitment to Continuing Personal & Professional Development

• Experience of managing teams of staff
• Customer care experience or qualification
• Handling difficult situations training

Organisational Skills

• Proposes and delivers necessary changes in processes and procedures to ensure processes are efficient and effective
• Excellent time management skills
• Demonstrable ability to prioritise
• A methodical and organised approach to work
• Ability to work under pressure to meet tight deadlines in a busy environment
• Exercise good judgement; use own initiative

Experience & Qualifications

• Experience and knowledge of a range of administrative and organisational policies and management information systems
• Experience of data quality management and awareness of ‘Right First Time’
• Experience of managing a multi-disciplinary team
• Experience of working in a pressured busy environment with supervisory responsibilities
• High level of understanding of appropriate data collection and audit requirements for critical care services
• Ability to work to and promote Standard operating procedures / performance targets.
• Demonstrable working knowledge of Microsoft packages including Word and Excel
• Minimum of 3 GCSEs including English and Maths at Level 5/Grade C or above or suitable equivalent qualification
• Educated to Degree Level or have equivalent relevant experience
• NVQ III or suitable equivalent level administrative / supervisory qualification
• Proven competence in using admin and clinical systems e.g. PAS/ MS Word / Excel / Outlook with excellent typing / keyboard skills

• Experience and knowledge of recruitment and e-roster systems
• Experience & in-depth understanding of electronic systems and database programmes and associated information systems
• Completed NHS data systems training programmes

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Use of Artificial Intelligence (AI) when writing job applications

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting statement.

While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you’re applying for, nor can they accurately reflect your skills, knowledge, and experience. It is crucial that you personalise your supporting statement by articulating these in your unique voice.

Relying solely on AI to write your application or supporting statement is not advocated by DBTH and could negatively impact your chances of success in the application process.

1. Usually lack relevance and fail to address the key criteria outlined in the job description and person specification. may come across as generic and fail to distinguish you from other applicants.
2. May be ambiguous or open to misinterpretation. Without careful review and editing, the supporting statement could convey messages that are unclear or misconstrued by hiring managers
3. May include qualifications, skills, knowledge or experience that you do not possess, potentially leading to misrepresentation.

• Please note that all correspondence will be sent you to via email. If you are offered a job, information will be transferred into the national NHS Electronic Staff Records system. In submitting an application form, you authorise our Trust to confirm any previous NHS service details via the ESR IAT process should you be appointed.
• We reserve the right to close down this advert early should there be a high number of applicants.
• The Trust is committed to its obligations in accordance with the Equality Act 2010, and we positively encourage applications from all sections of the community.
• All employment with the Trust is subject to a number of NHS Employment Checks being met to a satisfactory standard including verification of identity, eligibility to work in the United Kingdom, references and qualifications in addition to professional registration, a disclosure and barring records check and occupational health check if these are deemed to be a requirement for the position to be undertaken. The Trust is now passing the charge for undertaking a DBS check on to candidates in the event that they are successfully appointed into the post for which they have applied. Please note that this check will be charged for in two instalments when you commence employment with Doncaster & Bassetlaw Teaching Hospitals NHS Foundation Trust. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed.