Job summary We are a dynamic and innovative Medical Illustration Service of 43 staff, dedicated to providing high-quality clinical photography, PR photography, video, ophthalmic imaging, design, patient information, clinical forms and staff portrait photography. We are seeking a proactive and supportive Office Manager to join our team and ensure smooth operations within our service. We are looking for an administrative maestro, to provide comprehensive support to the management team, who embodies the following qualities: Positive Attitude: You approach tasks with enthusiasm and a can-do attitude. Collaborative: You work well with others and contribute to a team-oriented environment. Respectful: You treat colleagues and clients with respect and professionalism. Proactive: You are always on top of tasks and anticipate the needs of the team. Supportive: You provide assistance and support to ensure the success of the team. What We Are Looking For: Proven experience in office management or a similar role. Excellent organisational and time-management skills. Strong communication and interpersonal skills. Ability to handle multiple tasks and prioritise effectively. Proficiency in Microsoft Office Suite and other relevant software. Experience in a medical or healthcare setting is a plus. Experience at a supervisory/senior secretary/administrator level in a healthcare environment. Appropriate typing/IT qualification or equivalent Main duties of the job Support the management team with diary management and meeting planning. Take minutes of meetings and ensure accurate documentation. Coordinate photography bookings for clinical, PR, and staff portrait photography. Book and send patient appointments and facilitate requests for images. Manage salaries and wages, ensuring timely and accurate processing. Oversee attendance management and provide reception cover during absences. Line management. Plan and conduct 1:1s and appraisals for team members. Assist in recruitment and undertake recruitment administration. Ensure clinical correspondence and administrative tasks are maintained to meet internal and national standards/targets. Implement and reinforce Trust and departmental policies, protocols, and procedures. Provide non-clinical advice and information to colleagues, patients, and their families. Ensure compliance with Health & Safety, Data Protection, and confidentiality. Facilitate document management on Q-pulse (document management system) Why Join Us: Be part of a supportive and innovative team. Opportunity to make a meaningful impact in the healthcare sector. Competitive salary and benefits package. Professional development and growth opportunities. If you are a positive, collaborative, and proactive individual looking to make a difference, we would love to hear from you. Apply now to join our team and help us continue to provide exceptional services. About us Medical Illustration covers Photography, Video, Design, Patient Information, Ophthalmic Imaging and Virtual Clinics and is part of the Leeds Teaching Hospital's NHS Trust. Leeds Teaching Hospitals NHS Trust is one of the largest and busiest acute hospital trusts in the UK. The Trust has a budget of £1.4 billion and employs more than 21,000 staff. Last year, we treated more than 1.7 million patients. Our care and clinical expertise is delivered from seven hospitals on five sites, and they are all joined by our vision to be the best for specialist and integrated care. We play an important role in the training and education of medical, nursing and dental students, and we are a centre for world-class research, innovation and pioneering new treatments. Our hospital sites: Leeds General Infirmary St Jamess University Hospital Seacroft Hospital Wharfedale Hospital Chapel Allerton Hospital Leeds Childrens Hospital Leeds Dental Institute Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 11 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number C9298-RAD-0245 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities JOB PURPOSE/SUMMARY The post holder will assist in the organisation and prioritisation of the Departmental teams workload. They will support and work with the Team in order to provide a comprehensive medical secretarial and/or secretarial service, ensuring the delivery of a coordinated and consistent operational management service. The post holder will be required to support and sustain the departments practice reviewing and implementing agreed administrative protocols, processes and procedures in line with service needs. The post holder may be required to supervise and manage a secretarial and clerical team. They may be required to assist in the recruitment, administration and selection of secretarial and clerical staff. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. They will support and administer processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. The post holder may be required to cover for colleagues during absence and work flexible hours when necessary. The post holder may be responsible for the day to day management of the secretarial team and provide training to ensure a full and effective secretarial service is delivered. Where necessary the post holder will take responsibility for the recruitment and selection process, initiating grievance and disciplinary procedures, staff training and allocation of work in the department including reviewing work performance and progress. The Trust requires that all members of staff are appraised on a yearly basis and the post holder may be responsible for the appraisals for the allocated team members. The post holder may be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages. The post holder will be responsible for ensuring clinical correspondence and administrative tasks aligned to a consultants/Departments practice are maintained to ensure that internal and National standards/targets are met. The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Work closely with the Departmental team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service. Support the work of the wider team by involvement in the establishment, review and monitoring of practice and office systems. Respond to written and telephone enquiries and personal callers in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up actions. Be responsible for implementing and reviewing policies and procedures in the department. Assist in the recruitment of permanent members of staff including short listing, interview and pre-employment checks. Assist in the recruitment of temporary staff. Carry out induction and mentoring for new and temporary staff as required. Training of all permanent and temporary secretarial and administrative staff, in general office practices and procedures, checking their work and allocating work to ensure the most urgent work is given priority. Monitor annual leave and flexible working hours records, reconciling leave booked with leave taken and resolving any anomalies. Monitor and record sick leave, completing employees statement of sickness and carrying out return to work interviews where appropriate. Produce and maintain monthly attendance records electronically for the salaries and wages department. Be responsible for holding departmental staff meetings including team briefing. Be responsible for office reorganisation when necessary. Carry out annual risk assessment of offices and work stations and monitor on a continual basis. The Trust requires that all members of staff are appraised and have a Personal Development Plan review on a yearly basis and the post holder will be responsible for the appraisals and PDPs for the allocated team members. Monitor and ensure fire lecture attendance. As the authorised signatory, be responsible for stock control, stock and non-stock ordering and ensure that arrangements are made for all faulty equipment to be repaired in a timely manner. As the authorised signatory be responsible for the departmental Trust fund, e.g. receiving and depositing donations, applying to Charitable Funding for release of monies. Correlate, prepare and present departmental statistics on a regular and ad hoc basis. Draft standard letters on behalf of the Department for appropriate checking and signing. Receive sensitive and complex reports/documents for transcribing. Receive, find and file correspondence/reports, which may include X Rays, test/investigation results, in a timely manner, escalating the issue or liaising with senior colleagues as appropriate. Compile and collate data from various sources, including assembling information as required. Develop databases and spreadsheets, inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint presentations. Work as part of the secretarial/administrative team when necessary, providing cover where appropriate, in discussion with the line manager. Organise regular and ad-hoc meetings as required; arranging venue, accommodation, travel and catering, preparing agendas, assembling documents, taking, transcribing and distributing minutes as appropriate and chasing Action points. Other duties may include: Maintain senior staffs diaries on a day to day basis. Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s. Be responsible for the administrative process for the admission of patients and liaising with appropriate colleagues to achieve the smooth and timely admission of the patient. Give support to ensure effective running of all clinics, carrying out tasks such as taking to and collecting from the clinical areas all information relevant to patients attending that clinic. Job description Job responsibilities JOB PURPOSE/SUMMARY The post holder will assist in the organisation and prioritisation of the Departmental teams workload. They will support and work with the Team in order to provide a comprehensive medical secretarial and/or secretarial service, ensuring the delivery of a coordinated and consistent operational management service. The post holder will be required to support and sustain the departments practice reviewing and implementing agreed administrative protocols, processes and procedures in line with service needs. The post holder may be required to supervise and manage a secretarial and clerical team. They may be required to assist in the recruitment, administration and selection of secretarial and clerical staff. The post holder must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. They will support and administer processes to sustain the departments practice through administrative protocols, processes and procedures in line with service needs. The post holder may be required to cover for colleagues during absence and work flexible hours when necessary. The post holder may be responsible for the day to day management of the secretarial team and provide training to ensure a full and effective secretarial service is delivered. Where necessary the post holder will take responsibility for the recruitment and selection process, initiating grievance and disciplinary procedures, staff training and allocation of work in the department including reviewing work performance and progress. The Trust requires that all members of staff are appraised on a yearly basis and the post holder may be responsible for the appraisals for the allocated team members. The post holder may be responsible for the monitoring of sickness, holidays and other leave and return to work interviews following sickness and for preparing and providing statistics to managers and to salaries and wages. The post holder will be responsible for ensuring clinical correspondence and administrative tasks aligned to a consultants/Departments practice are maintained to ensure that internal and National standards/targets are met. The post holder must ensure that processes/procedures comply with legislative requirements covering Health & Safety, Data Protection and confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Work closely with the Departmental team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service. Support the work of the wider team by involvement in the establishment, review and monitoring of practice and office systems. Respond to written and telephone enquiries and personal callers in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up actions. Be responsible for implementing and reviewing policies and procedures in the department. Assist in the recruitment of permanent members of staff including short listing, interview and pre-employment checks. Assist in the recruitment of temporary staff. Carry out induction and mentoring for new and temporary staff as required. Training of all permanent and temporary secretarial and administrative staff, in general office practices and procedures, checking their work and allocating work to ensure the most urgent work is given priority. Monitor annual leave and flexible working hours records, reconciling leave booked with leave taken and resolving any anomalies. Monitor and record sick leave, completing employees statement of sickness and carrying out return to work interviews where appropriate. Produce and maintain monthly attendance records electronically for the salaries and wages department. Be responsible for holding departmental staff meetings including team briefing. Be responsible for office reorganisation when necessary. Carry out annual risk assessment of offices and work stations and monitor on a continual basis. The Trust requires that all members of staff are appraised and have a Personal Development Plan review on a yearly basis and the post holder will be responsible for the appraisals and PDPs for the allocated team members. Monitor and ensure fire lecture attendance. As the authorised signatory, be responsible for stock control, stock and non-stock ordering and ensure that arrangements are made for all faulty equipment to be repaired in a timely manner. As the authorised signatory be responsible for the departmental Trust fund, e.g. receiving and depositing donations, applying to Charitable Funding for release of monies. Correlate, prepare and present departmental statistics on a regular and ad hoc basis. Draft standard letters on behalf of the Department for appropriate checking and signing. Receive sensitive and complex reports/documents for transcribing. Receive, find and file correspondence/reports, which may include X Rays, test/investigation results, in a timely manner, escalating the issue or liaising with senior colleagues as appropriate. Compile and collate data from various sources, including assembling information as required. Develop databases and spreadsheets, inputting and reporting from these on a regular and ad hoc basis. This may include preparation of PowerPoint presentations. Work as part of the secretarial/administrative team when necessary, providing cover where appropriate, in discussion with the line manager. Organise regular and ad-hoc meetings as required; arranging venue, accommodation, travel and catering, preparing agendas, assembling documents, taking, transcribing and distributing minutes as appropriate and chasing Action points. Other duties may include: Maintain senior staffs diaries on a day to day basis. Maintain an accurate and up-to-date waiting list/patient target list (PTL) under the instruction of the consultant/s. Be responsible for the administrative process for the admission of patients and liaising with appropriate colleagues to achieve the smooth and timely admission of the patient. Give support to ensure effective running of all clinics, carrying out tasks such as taking to and collecting from the clinical areas all information relevant to patients attending that clinic. Person Specification Other Criteria Essential The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. The role requires a high level of speed and accuracy to maintain a high quality and efficient secretarial service. Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time. Prolonged periods of concentration, e.g. transcribing complex medical information, waiting list management etc, while subject to frequent interruption. This role involves emotional effort, on a daily basis, when dealing with sensitive issues, e.g. bereavement, distressed/anxious patients and their families. Qualifications Essential Qualified to RSA3 typing/word processing or equivalent Proficient audio/copy typist GCSE (or equivalent) English Language grade C or above Desirable European Computer Driving Licence (ECDL) Experience Essential Experience at supervisory/senior secretary/administrator level in a health care environment. A well developed understanding and knowledge of office based procedures/ systems gained over a significant period to enable implementation and appropriate training of the secretarial/clerical team. Interpretation and analysis of reports, databases and spreadsheet information. Well developed knowledge and experience of using a variety of IT applications in a Windows based environment. Working in a customer focussed environment. An excellent knowledge of managerial procedures Desirable Experience at senior level in a health care environment Previous managerial/supervisory experience Customer focussed/customer service skills Patient Centre/PAS Diary management experience Skills & Behaviours Essential Excellent organisational skills with the ability to work both independently and as part of a team. Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members. Prioritise own workload and that of the team, achieving required standards and deadlines. Able to train secretarial and administrative staff, including temporary staff, as required and to monitor progress on a continuing basis. Able to accurately transcribe complicated/complex and sensitive notes/tapes and type complicated information, eg letters, reports, patient notes, while frequently interrupted. Highly developed interpersonal skills with the ability to deal effectively with confidential, sensitive or contentious information eg with staff members, patients and health professionals, within the An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems, escalating those outside of your remit. The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity, eg involving colleagues or patients and their families. To be adaptable and flexible. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent. Professional attitude to work Polite and helpful customer service skills Caring and understanding Ability to manage the admin team. Effective supervisory/managerial skills. Flexibility in work and workload and ability to prioritise. Ability to work effectively under pressure and achieve deadlines. Demonstrate a commitment to team working. Person Specification Other Criteria Essential The post holder will be required to establish, maintain and respect working relationships and communication networks associated with the post There may be a requirement to support the delivery of the service at other sites as necessary. This could be a regular feature of the post or only an occasional requirement. The role requires a high level of speed and accuracy to maintain a high quality and efficient secretarial service. Frequent requirement for sitting in a restricted position. Word process and input for a substantial proportion of working time. Prolonged periods of concentration, e.g. transcribing complex medical information, waiting list management etc, while subject to frequent interruption. This role involves emotional effort, on a daily basis, when dealing with sensitive issues, e.g. bereavement, distressed/anxious patients and their families. Qualifications Essential Qualified to RSA3 typing/word processing or equivalent Proficient audio/copy typist GCSE (or equivalent) English Language grade C or above Desirable European Computer Driving Licence (ECDL) Experience Essential Experience at supervisory/senior secretary/administrator level in a health care environment. A well developed understanding and knowledge of office based procedures/ systems gained over a significant period to enable implementation and appropriate training of the secretarial/clerical team. Interpretation and analysis of reports, databases and spreadsheet information. Well developed knowledge and experience of using a variety of IT applications in a Windows based environment. Working in a customer focussed environment. An excellent knowledge of managerial procedures Desirable Experience at senior level in a health care environment Previous managerial/supervisory experience Customer focussed/customer service skills Patient Centre/PAS Diary management experience Skills & Behaviours Essential Excellent organisational skills with the ability to work both independently and as part of a team. Must have effective supervisory skills, be highly motivated and lead by example to motivate other team members. Prioritise own workload and that of the team, achieving required standards and deadlines. Able to train secretarial and administrative staff, including temporary staff, as required and to monitor progress on a continuing basis. Able to accurately transcribe complicated/complex and sensitive notes/tapes and type complicated information, eg letters, reports, patient notes, while frequently interrupted. Highly developed interpersonal skills with the ability to deal effectively with confidential, sensitive or contentious information eg with staff members, patients and health professionals, within the An ability to exercise judgement when dealing with enquiries to evaluate the situation and resolve problems, escalating those outside of your remit. The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity, eg involving colleagues or patients and their families. To be adaptable and flexible. Must be tactful and diplomatic. Appropriate typing/IT qualification or equivalent. Professional attitude to work Polite and helpful customer service skills Caring and understanding Ability to manage the admin team. Effective supervisory/managerial skills. Flexibility in work and workload and ability to prioritise. Ability to work effectively under pressure and achieve deadlines. Demonstrate a commitment to team working. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)