office manager Mansfield, England
Job description
Your key responsibilities will be: Managing the Single Point of Access function of the service, which includes all referrals into the service via electronic database, telephone, website, text and email. Coordinating the workstreams of the admin team, including patient and health professional letters, patient database updates, appointment bookings, taking telephone queries, and liaising with health professionals. You will also oversee the management of the office which includes, general tidiness, managing petty cash, processing invoices and ensuring a rota is in place where a manager is always onsite to offer support to the wider team. This is a demanding job, but you will not be on your own.
ABLs highly experienced and friendly multi-disciplinary team of Health and Social Care professionals, Business Intelligence, Service Development, Governance, Finance and Business Development are there to support. Additionally, existing experienced delivery teams will be available to support you to drive the Service forward. Duties and Responsibilities This post will work under the line management of the Head of Service for Nottinghamshire. The role will be varied, challenging and rewarding as you support and develop the service through implementation, delivery and ongoing innovation and service development.
Key responsibilities will be: To manage and oversee all administration processes in relation to the Nottinghamshire IWS Service Developing, implementing or updating administrative systems in line with service KPIs Managing and ensuring filling systems are maintained Managing and processing invoices and petty cash Overseeing the recruitment of new staff into the administration team, including training and induction Order, manage and control Nicotine Replacement Therapy safely, within service guidelines ensuring stock is issued to smoking cessation service practitioners as required Delegating work to staff and managing their workload and output Ensuring adequate staff levels to cover for absences and peaks in workload Responsible for performance management of the administrative team, following ABL performance management policy Deal with any urgent administration queries with staff, patients and other health professionals, escalating to the District project managers / Head of Service where required Identification of geographical areas necessary for new delivery venues Responsible for quality assurance by conducting regular administration workstream observations, spot checks and training in line with the quality assurance framework Regular monitoring of adherence to administrative processes and procedures Coordinate staff to attend clinical service meetings (provide administration support for minutes and actions) Chair monthly administration meetings and ensure these are minuted Oversee and implement efficient invoicing systems invoices Liaise with project leads to manage the invoicing systems weekly Analyse and report client feedback and delegate necessary service development actions Liaise with the business intelligence and data analysis team to oversee monthly data quality audits (both paper and electronic) Awareness, understanding and implementation of relevant ABL policies and procedures within the administrative team Contribute to clinical governance procedures Lead on the updating of data where data completeness is an issue Assist with day-to-day administrative duties based on priority and necessity Ensure staff are trained and supported to have a sensitive, approachable and informative manner in dealing with client and health professional queries
