JOB TITLE: Office Manager BAND: 4 Leicester, Leicestershire, and Rutland Facilities Management Collaborative (LLR FMC) Job Description BASE: Your primary base is to be confirmed, however travel between partner Trusts (LPT, UHL and PCT cluster/ successor body) sites will be required HOURS: 37.5 REPORTS TO: Business Manager ACCOUNTABLE TO: Managing Director LLR FMC ABOUT UHL, OUR VALUES AND BEHAVIOURS UHL s purpose is to deliver Caring at its best for all the people who visit Leicester s hospitals, either as patients, the public or as staff. As one of the largest and busiest teaching hospitals, our vision is to move from where we are now to where we want to be. Locally known as the journey from Good to Great. In undertaking this role you are expected at all times to behave in accordance with our Trust values which demonstrate your commitment to the delivery of high quality services to patients. This will be in accordance with agreed objectives, targets, quality standards, controls and resource constraints. Our values are: 1.We treat people how we would like to be treated 2. We do what we say we are going to do 3. We focus on what matters most 4. We are one team and we are best when we work together 5. We are passionate and creative in our work
JOB SUMMARY To act as the office manager and team leader within the Leicester, Leicestershire & Rutland (LLR FMC) and also to provide dedicated administrative support to the senior management team. To lead and manage the support assistants within the LLR FMC team to maintain smooth running of the department for both the technical and administrative functions relating to this department. To develop, implement and evaluate systems of work to ensure maximum efficiency and delivery of the LLR FMC services. SCOPE To co-ordinate and manage all administrative, technical and secretarial workloads to ensure, as far as practicable, standardised systems of work are in place for all departments within the LLR FMC. To ensure adequate administrative cover is maintained in all teams at all times. To provide first line support with regard all administrative and clerical functions to the LLR FMC senior management team and arrange and organise meetings, venues and record meetings by taking minutes as and when required. To supervise the day-to-day work of the support assistants and to carry out regular appraisal of the support administrative staff in line with Trust policies and procedures. To participate in recruitment and selection of support administrative staff as necessary. To work as an integral part of the LLR FMC team, providing a comprehensive technical and administrative service using word processing, spreadsheets, databases and email when required. To lead the support assistants and establish and maintain effective information and data systems and to deal with administrative and technical tasks that requires the exercise of initiative whilst operating within broad procedural guidelines. To maintain appropriate staff and service user records in line with the Trust s policies and procedures, and to monitor staff holidays and sickness cover and delegate work load where necessary to cover absences. To act as the first point of contact on behalf of the LLR FMC senior management team in dealing with general enquiries or correspondence, including complaints and Freedom of Information requests. To ensure the effective processing of documentation, invoices and orders as required and on behalf of the LLR FMC and to ensure completion of records or returns and addressing any data anomalies, and to be responsible for the retrieval, collation, presentation and dissemination of data from the appropriate IT systems on behalf of the senior management team. To lead the support team in the need for timely, accurate and complete information on the systems for performance, quality, client safety and satisfaction, and other requirements on behalf of all participating organisations.
To develop and maintain an up to date diary management process for the LLR FMC senior management team as requested, organising and co-ordinating meetings where necessary, managing competing demands and prioritising where appropriate. The post holder is expected to contribute to the creation of a working environment where everyone feels respected, valued and treated with dignity Budget To manage, record and monitor the delegate budget for pay and non pay as set by the LLR FMC and to include but not limited to processing payments to suppliers, contractors and professional services as required. Staff The post holder will be responsible for managing the support assistants within the LLR FMC and to ensure that all relevant training, appraisals and career development procedures are carried out as per the Trusts policies. The post holder will be required to take part in an annual performance appraisal, where this job description will be reviewed, and objectives set. Additionally the post holder will be required to participate in the delegated relevant and mandatory training for staff within the LLR FMC. Support other services giving technical support and input where required. Policy The post holder will be responsible for working within, applying and implementing Trust policies and operational procedures for all facilities related processes. Communications Work with and support clients to achieve the changes required to achieve their planned service delivery models. To provide administrative and technical support and guidance to the organisations management to ensure they are able to discharge their duties, therefore meeting their statutory obligations. Ensure the team has a close and beneficial relationship with all departments and outsourced contractor to ensure that all relevant activities, processes and documentation is efficiently resourced, implemented, controlled and maintained.
KEY WORKING RELATIONSHIPS Internal and external stakeholders Professional groups and bodies External agencies LLR FMC Organisation Professional services Contractors Local Authorities KEY RESULT AREAS To manage and lead the support assistants within the LLR to establish and maintain all information and administrative systems to fully support all functions including, contract, capital and financial management ensure the most effective and efficient systems are fully implemented and utilised. To ensure all supplier invoices are processed for payment using initiative to resolve queries and ensure records of invoice details and amounts are established and updated. To provide a complete telecommunication service using initiative and discretion to resolve queries, redirecting calls and taking messages as appropriate. To ensure that all complaints, Freedom of Information (FoI) or formal enquiries are responded to within the time frames as defined by the communication policies of the participating organisations. To be responsible for ensuring that timely, accurate and complete information on the systems for performance, quality, client safety and satisfaction, and other requirements on behalf of all participating organisations with regard capital and property services are available for access at all times.. To develop and maintain an up to date diary management process for LLR FMC managers as requested, organising and co-ordinating meetings where necessary, managing competing demands and prioritising where appropriate; To assist in the production and completion when necessary of returns for the department Prepare letters, memos, reports and other documentation, working from both hand written and audio notes, and to take minutes of meetings as requested To arrange meetings, 1:1s, appraisals, away days, conferences, training, interviews, conference calls etc, including venues, refreshments, audiovisual PowerPoint requirements; and co-ordinate papers as required. To prepare orders for suppliers and specialist services are undertaken via the electronic procurement portal and all details are entered and recorded accurately and in a timely manner. Filing, photocopying and distribution of correspondence and reports as necessary To maintain appropriate staff and service user records in line with the Trust s policies and procedures.
To take part in an annual performance appraisal, where this job description will be reviewed, and objectives set. To assist and undertake special project work as required. GENERAL DUTIES In addition to the key job responsibilities detailed in this job description all employees at UHL NHS Trust are expected to comply with the general duties detailed below: All employees are subject to the requirements of the Health & Safety at Work Act. The post holder is required to ensure that as an employee, his or her work methods do not endanger other people or themselves. All employees are subject to the requirements of the Data Protection Act and must maintain strict confidentiality in respect of patient s and staff s records. All employees must comply with the Trust s equality and diversity policies and must not discriminate, against individuals or groups on the basis of their age, disability, gender, marital status, membership or non membership of a trade union, race, religion, domestic circumstances, sexual orientation, ethnic or national origin, social and employment status, HIV status, or people who are undergoing or have undergone gender re-assignment, marriage and civil partnership, Pregnancy and Maternity or any other grounds which cannot be shown to be justifiable. This job description is not to be taken as an exhaustive list of duties and it may be reviewed in the light of changed service needs and development. Any changes will be fully discussed with the post holder. The post holder will be required to carry out the duties appropriate to the grade and scope of the post. In order to ensure the Trust s ability to respond to changes in the needs of the service, after appropriate consultation and discussion with you (including consideration of personal circumstances current skills, abilities and career development) the Trust may make a change to your location, duties and responsibilities that are deemed reasonable in the circumstances. Your normal place of work will be as discussed at interview and will be confirmed in Section 1 of your contract but you may be required to work in other locations of the Trust. In particular, flexibility is required across the three main Hospital sites (Leicester Royal Infirmary, Leicester General Hospital, Glenfield Hospital). If your initial location is based at one of these sites, excess travel reimbursement will not apply for a permanent/temporary change to base. CRIMINAL RECORDS BUREAU CHECKS This post requires a standard/enhanced disclosure by criminal record certificates as it is regulated by statute. Failure to disclose details if you are currently / or in the future the subject of police investigation / proceedings which could result in a conviction, caution, bind over order or charges is a disciplinary matter, and may result in dismissal. The cost of undertaking a CRB disclosure at the required level and associated processing costs will be met by the individual. To expedite the process the Trust will meet the initial costs of the disclosure which will be deducted from the individuals salary over a three month period commencing on their first months payment.
All Employees All employees of UHL must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies will put patients at risk and repeated non compliance will lead to disciplinary action. Safeguarding Children & Vulnerable Adults The post holder is responsible for safeguarding the interests of children and adults who they come into contact with during their work. To fulfil these duties post holders are required to attend training and development to recognise the signs and symptoms of abuse or individuals at risk, to follow local and national policy relating a safeguarding practice and to report and act on concerns that they may have. RESPONSIBILITIES FOR CONTINUING EDUCATION AND PERSONAL DEVELOPMENT (Non Medical Posts Only) Undertake the Trust Corporate and Directorate specific Induction and competency Programmes appropriate to role.
University Hospitals Of Leicester NHS Trust Statement On The Recruitment Of Ex-Offenders As an organisation using the Criminal Records Bureau (CRB) Disclosure service to assess applicants suitability for positions of trust, the University Hospitals of Leicester NHS Trust complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed. The University Hospitals of Leicester NHS Trust is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. We have a written policy on the recruitment of ex-offenders, which is made available to all Disclosure applicants at the outset of the recruitment process. We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview and appointment based on their skills, qualifications and experience. A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and application packs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position. Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within the University Hospitals of Leicester NHS Trust and we guarantee that this information is only seen by those who need to see it as part of the recruitment process. Unless the nature of the position allows the University Hospitals of Leicester NHS Trust to ask questions about your entire criminal record we only ask about unspent convictions as defined in the Rehabilitation of Offenders Act 197. We aim to ensure that all those in the University Hospitals of Leicester NHS Trust who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 197. At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment. We make every subject of a CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request. We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.
Person Specification Post: Office Manager Band: 4 Division: LLR FMC Criteria Essential Desirable Commitment to Trust Values and Behaviours Must be able to demonstrate behaviours consistent with the Trust s Values and Behaviours Stage Measured at A application I T Test Educated to diploma level or NVQ level 4 or equivalent experience Previous experience within an NHS or local authority setting. /Test Training & Qualifications RSA III or equivalent typing NVQ III or equivalent Short hand/speedwriting qualification Experience on Power point. At least 1 year s experience of working in a Facilities management environment. Experience Evidence of further development such as a recognised secretarial, administrative qualification At least 3 years experience of managing administrative staff at a senior level. Data Processing and analysis Understanding of engineering terminology
Good working experience on Microsoft Office Excellent experience of diary management. Experience of taking minutes, at senior level, preferably by means of short hand. Facilities management or similar experience At least one year working in a large complex organisation Experience of organising conferences/meetings, some at senior level. Demonstrated ability to sustain initiative and direction under difficult circumstances. Experience of working within complex teams. Maintaining Databases Communication and relationship skills Excellent communication skills both written and verbal. Ability to deal with complex and sensitive information. Exposure to dealing with complaints Ability to work within a Multidisciplinary Team. Ability to work autonomously using own initiative. Ability to plan and prioritise workload. Analytical and Judgement skills Able to act on own initiative, and without supervision
Ability to multitask and deal with frequent interruptions and interventions when carrying out complex tasks Planning and organisation skills Ability to prioritise work streams and deliver high quality and accurate work to tight deadlines. Ability to use software applications to plan work streams and action plans. Ability to forward plan and delegate tasks to subordinate staff Physical skills Ability to do the job with enthusiasm and vigour Ability to work flexibly and cross cover Other requirements specific to the role Car driver/ owner as it is anticipated that the use of public transport would not be appropriate for this role. Application