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.
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.
Planning and Organisational Duties
1. Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completed.
2. Managing the admin team planning work rotas, annual leave and management of sickness absence.
3. Decision making such as prioritizing work load of the staff to assist with the frequent unscheduled activity or ensuring that extra activity does not compromise patient care by cancelling and moving patients.
4. Booking and managing all patients for multiple procedures, diagnostics and appointments.
5. Managing non-routine activity such as re-scheduling patients, managing emergency bookings as well as standby patients.
6. 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.
7. Use protocols that require the patients to stop medication prior to specified diagnostic testing.
8. Use multiple IT systems to plan Cath lab and clinics lists to maximize activity and prevent breaches.
9. Communicating with patients and multiple teams to ensure pre-procedure requirements are completed.
10. Co-operate with all disciplines staff of WWL NHS Trust and also our neighboring trusts for the transfer of patient activity.
11. Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates.
12. Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab including other relevant IT Systems.
13. Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging necessary transport.
14. Liaison with External sources eg: GPs or Tertiary Centers regarding post-diagnostic or treatment continuity of patient care.
15. Advise manager of trends in referral/waiting times for appointments in line with targets.
16. Monitors attendances and DNAs, reports to line manager and ensure appropriate follow-ups are arranged as per protocol.
17. Receive and process mail, referral letters and telephone calls. Advice available from MDTs.
18. Experience in working in a clerical environment with good inter-personnel and communication skills.
19. Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of work.
20. Produce reports using Microsoft/Excel applications.
21. To identify improvements to the service provision of services to the public and manage the implementation.
22. Oversees running of clinics to ensure they are timely and efficient.
23. Represent the clerical staff at meetings where policy and service development/changes are discussed.
24. Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
25. Monitor and record patient flow through the unit.
26. Participate in the audit of the service by preparing reports of data.
27. Data input of service/scanning patient results.
Communications and Key Working Relationships
1. Have a confident, empathetic approach to investigation and negotiation when dealing with occasional highly distressing situations.
2. The necessity to communicate either on the telephone or face to face with various internal and external sources.
3. Good communication and interpersonal skills in order to exchange information with patients who have a variety of barriers to understanding and language.
4. To maintain good working relationships with all disciplines even when there can be barriers to communication.
5. To respect the individuality, values, cultural and religious diversity of clients and contribute to the provision of a service sensitive to these needs.
Responsibility for Finance
1. To identify deficits in resources required to carry out the job and bring to the attention of the Cardio-Respiratory manager.
2. To be responsible for the monitoring of materials and equipment and maintain stocks.
3. To organise booking of transport and interpreter services with financial cost to the Service and the Trust.
Responsibility for Human Resources
1. To maintain personal and professional development to meet the changing demands of the job.
2. To participate in clinical supervision sessions highlighting development needs.
3. To comply with annual PDR and appraisal system and to assist in PDR of junior staff.
4. To contribute to the induction of new staff.
5. Managing the administration team, planning work rota, annual leave and sickness/absences.
Responsibility for Health & Safety
1. 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.
Responsibility for Teaching
1. To participate in and contribute to the training and education of all other staff when required.
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