Vacancies

 

Office Manager

Job Description

JOB TITLE:

Office Manager

LOCATION:

EPIC Solutions, Glen House, Sigford Road, Marsh Barton, EX2 8NL

SALARY: 

Circa £29,970-£36,483 pro rata 

HOURS:

Part time  19 hrs per week job share

REPORTS TO:

Practice Manager

Do you aspire to lead in a dynamic healthcare environment? Exeter Paediatric Care Solutions seeks an experienced and enthusiastic office Manager for its community-focused children's integrated care service. 

Job Summary: 

The role is responsible for the smooth running of the day-to-day administration of the office functions and workforce. 

Responsibilities 

  • Ensure the safe and efficient day to day operation of the business 
  • Ensure premises are fit for purpose in terms of content, cleanliness, maintenance and safety.
  • Convene and support meetings, prepare agendas and papers, circulate materials, track actions and oversee action logs 
  • Maintain practice insurance policies 
  • Ensure workforce is managed efficiently and effectively 
  • Monitor standards for date entry and collection 
  • Facilitate and manage change to work practices for own work area
  • Deputise for Practice manager in chairing and facilitation of meetings when PM is not available 
  • Act as responsible person for day-to-day health and safety checklists
  • Maintain quarterly health and safety checklists
  • Ensure compliance with all relevant legislation and regulations 
  • Manage mandatory training needs and register 
  • Oversee the maintenance of all forms of patient communication 
  • Assist in the development of systems that enhance client quality and experience 
  • Oversight of appointment systems, waiting lists and room bookings
  • Maintain registration systems 
  • Maintain patient feedback systems 
  • Ensure adherence to complaint policies and procedures
  • To be able to manage and support the admin and clerical team
  • To work collaboratively alongside admin and clerical colleagues, clinical staff and the management team.
  • To monitor and facilitate team members appraisals and provide mentorship and supervision where required.
  • Be responsible for confidentiality in line with Trust policy and procedures
  • To establish and continue improvement of office information systems and procedures to ensure an efficient and effective service 
  • Prioritise own workload and the workload for the administration team ensuring the provision of an efficient administration service to ensure protocols and guidelines are developed and adhered too
  • To identify training and development needs of the administration team 
  • To line manager the administration team including sickness absence, appraisals etc. 
  • Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations and other relevant correspondence 
  • To assist with the collection and provision of statistical data as required 
  • Receiving and dealing with telephone enquiries as appropriate
  • Line manage the administration staff which includes secretaries, clerical and receptionist staff within the team 
  • Responsible for the induction and training of all new members of staff 
  • Demonstrate own activities to new / less experienced staff 
  • Take a lead role in the recruitment of administration staff

REQUIREMENTS – OFFICE MANAGER 

ESSENTIAL

DESIRABLE

Qualifications/ Professional Registration

Degree or equivalent through training and experience.

x

  

Professional qualification in a relevant subject.

x

  

Evidence of a commitment to continuing professional development. 

x

  

AMPSAR Qualification 

  

x

Experience

Expertise in team leadership, with a track record of success. Proficient in fostering teamwork and ensuring employee satisfaction.

x

  

Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion

X 

  

Excellent keyboard / IT skills ensuring accuracy

x

  

Organisation and coordination of meetings including the transcribing of minutes

x

  

Highly developed prioritisation skills

x

  

Good time management skills Ability to deal professionally with enquiries from staff, Patients and Visitors

x

  

Ability to pay attention to detail where there are predictable interruptions to the work pattern

x

  

Ability to work under pressure whist meeting deadlines and adapt to changes in demand and workload

x

  

Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information

x

  

Experience in budgeting, monetary management, and resource allocation.

x

  

Familiarity with medical billing processes, insurance claims, and regulatory compliance.

x

  

Experience of driving and delivering change effectively. 

x

  

Experience of working with regulatory bodies such as CQC.

x

  

Project management

x

  

Relevant Health and safety experience 

  

x

Skills and knowledge 

Strong leadership abilities with the capacity to motivate and guide a team effectively.

x

  

Demonstrate business acumen that is a substantial knowledge of both the business and the industry, as well as applying it to the Practice Manager’s role. The ideal candidate should be able to analyse profit & loss and maximise revenue generation in the business.

x

  

Experience of performance management including conducting appraisal, staff development and disciplinary procedures. 

x

  

Knowledge of healthcare policies, regulations, and standards.

x

  

Knowledge of financial planning, budgeting, and reporting.

x

  

Excellent communication and people skills to interact with staff, patients, and other stakeholders.

x

  

Ability to manage conflicts and tricky situations with diplomacy and tact.

x

  

A proactive approach to problem-solving and a results-oriented mindset.

x

  

Experience of dealing with the Public/Customer service experience 

X

  

Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff 

X

  

Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities 

X

  

High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook) 

X

  

Experience of working in a busy environment working independently and exercising judgment and decision-making skills

X

  

The ability to streamline processes and optimise the efficiency of the practice.

x

  

Knowledge of employment law, health and safety legislation, risk assessment

  

x

Personal Qualities 

    

Polite and Confident 

x

  

Flexible and Cooperative 

x

  

Excellent Interpersonal Skills 

x

  

Motivated and Proactive 

x

  

Ability to use initiative and judgement 

x

  

Forward thinker with a solution focused approach 

x

  

High levels of integrity and loyalty 

x

  

Ability to work under pressure 

x

  

Other

NHS/primary care general practice experience

x

  

Flexibility to work outside core hours 

x

  

DBS check 

x

  

Must be able to demonstrate an understanding of equality and diversity

X 

  

Always maintain confidentiality 

x

  

 

This document may be amended following consultation with the post holder, to facilitate the development of the role, the practice and the individual.  All personnel should be prepared to accept additional, or surrender existing duties, to enable the efficient running of the company.