Office Manager Jobs in UK 2024 – Visa Sponsorship

An enthusiastic individual is invited to apply for the intriguing position of office manager at Heartlands Hospital. The incumbent will have the duty of overseeing the performance of a team of Medical Secretaries across Heartlands, Solihull, and Good Hope Hospitals, in addition to ensuring that mandatory training is current and monitoring compliance with performance evaluations. Additionally, you will be required to offer administrative assistance to the group.

You will work in direct collaboration with the Operational Team to assess internal and external performance and data quality benchmarks and objectives regularly. Additionally, it will be your duty to foster and encourage a culture of ongoing enhancement within the Secretarial staff.

Due to the substantial quantity of HR work that the incumbent will be entrusted with, proficiency in overseeing a sizable workforce is an essential qualification. Up to and including stage 3, you will be accountable for managing and monitoring employee absences due to illness, directing personnel to Occupational Health, and conducting meetings regarding employee absences and well-being. Furthermore, your responsibilities will encompass recruitment and selection, rota administration, approval of annual leave, and resolution of any personnel matters that may arise daily.

Due to the demanding and occasionally frustrating nature of the work, we are in search of a highly organized individual with substantial proficiency in personnel administration.

Details About Office Manager Jobs in UK:

• Location: UK
• Offered Salary: £28407.00  to £34581.00 / year
• Experience: 5 Year
• Gender: Both
• Qualification: Associate Degree
• Career Level: Manager

Benefits of Office Manager Jobs in UK:

• Opportunities for Leadership: Office managers frequently supervise administrative personnel, which presents a chance to cultivate and exhibit leadership capabilities.
• Diverse Responsibilities: This position generally encompasses a wide range of duties, including but not limited to supervising office budgets, managing correspondence, and coordinating meetings; these responsibilities provide prospects for professional advancement and the enhancement of skills.
• Stability: Office manager positions are frequently stable, providing job security, particularly in well-established businesses or organizations.
• Networking: Office managers engage in regular interactions with a diverse range of departments, clients, and external stakeholders, thereby creating advantageous networking prospects that contribute to their professional development and personal advancement.
• Transferable skills: A number of the competencies acquired during one’s tenure as an office manager, including communication, time management, and organization, apply to alternative positions and sectors, thereby augmenting one’s employability and career adaptability.
• Competitive Compensation and Benefits: Office managers in the United Kingdom generally are granted competitive salaries, which may be accompanied by perks including retirement plans, healthcare coverage, and incentives, contingent upon the employer.
• Work-Life Balance: Although office manager positions can be demanding, they frequently provide more consistent hours in comparison to other roles, which contributes to a more favorable work-life balance.
• Career Progression: The position of office manager can function as a transitional phase towards higher-level management positions within the institution, thereby presenting prospects for growth and heightened accountability.
• Job Satisfaction: Managing an office effectively and making a positive contribution to its efficient functioning can provide personal fulfillment and a feeling of achievement.
• Contribution to Organizational Success: Office managers fulfill a vital function by guaranteeing the effective operation of the office, thereby making a direct contribution to the organization’s overall success and cultivating a worker’s sense of pride.

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Main responsibilities, tasks, and abilities required:

• Ensure that the workload is organized and executed by all policies, regulations, and guidelines, and promptly.
• Supervise administrative personnel on a line basis; organize and coordinate staff rotas, annual leave, and the recruitment of administrative staff; ensure adequate resource levels are maintained.
• Conduct regular one-on-ones, attend administrative team meetings, service development meetings, senior management team meetings, and any other site-wide meetings deemed pertinent. Additionally, conduct frequent team meetings.
• As required, generate and revise statistical and management reports.
• In addition to managing frequent interruptions and competing priorities, prioritize team expectations.

About us:

We are recognized as a preeminent NHS Foundation Trust in the United Kingdom. To accomplish our mission of “Building Healthier Lives,” we are cognizant that we will need to employ personnel of the highest caliber.

Our commitment to our staff is to provide them with an optimal working environment. Furthermore, we are devoted to:

We invest in the health and well-being of our workforce by offering flexible work arrangements whenever feasible. In addition, we provide an extensive array of training and development opportunities to assist our staff in attaining their personal and professional objectives.

With a welcoming and inclusive environment, UHB is dedicated to ensuring that all of our employees are treated fairly and have a sense of belonging. The subject matter pertains to equal opportunity, the elimination of all obstacles (including prejudice), and the guarantee that every staff member realizes their utmost capabilities, accomplishes their objectives, and flourishes in their professional roles. This is not mere verbiage. We intend to take action. Our commitment to fostering an inclusive culture is pervasive throughout the organization, ensuring that all perspectives are valued. This is further supported by the Fairness Taskforce, which is overseen by our CEO, and our diverse and engaged staff networks. We cultivate a corporate environment that promotes the stance of employees against discriminatory conduct and empowers individuals to offer their complete selves to nurture a more inclusive, compassionate, and courageous setting for work. University Hospitals Birmingham strictly prohibits smoking.

Job Description:

• To strategize and coordinate the daily workload to ensure its timely and effective completion, taking into consideration the dynamic requirements of the service.
• Coordinate and manage annual leave and employee rotas.
• To contribute actively to Senior Management Team meetings and strategic and organizational planning to ensure a well-coordinated and supportive administrative team for the service/department and to ensure that services are delivered within established frameworks.
• Maintain precise documentation of activities and interventions in adherence to established standards for record-keeping.
• Entrusted with the responsibility of ensuring that all departmental materials and electronic documents are filed efficiently, in addition to delegating filing tasks within the team.
• In addition to supervising the administrative systems and processes of the team, provide continuous service enhancements.
• Conduct routine one-on-ones, hold routine team meetings, participate in administrative team meetings, service development meetings, and any other site-wide meetings deemed necessary.
• Dialogue with patients, colleagues, and others with prudence and deference to preserve confidentiality and effectively handle sensitive data.
• Manage challenging information and keep team members informed of any developments.
• To guarantee that the department consistently possesses adequate resources.
• Ascertain the requirements for training and development of the administrative staff.
• To oversee the administration team’s line of work, including absences due to illness, evaluations, etc.
• Proficiency and application of various Microsoft Office software applications, such as Outlook, Word, PowerPoint, Excel, and Access (database), to generate correspondence, presentations, and other pertinent documents.
• Assist in the gathering and distribution of statistical data when required.
• Responding to and managing telephone inquiries suitably.
• Assist in the implementation of novel technologies and operational procedures to guarantee the department’s uninterrupted functioning.
• Implement and uphold rigorous standards of practice, while evaluating them regularly.
• To assure the development and adherence to protocols and guidelines.
• To ensure that personnel are equipped with access to and cognizant of Trust policies.
• As required, generate and maintain statistics and management information, including reports.
• To identify and escalate departmental risks as necessary.
• In addition to managing frequent interruptions and competing priorities, prioritize team expectations.
• Maintain a professional and confidential demeanor at all times.
• To evaluate and promptly address issues or concerns as required.

Communication:

• Aim to promptly and constructively address inquiries and incoming calls, maintaining a demeanor that is both courteous and professional. Respond to recurring inquiries regarding administrative duties. Adopt the appropriate course of action and communicate with others as required.
• Constantly exercise sound judgment to receive and document precise messages, redirecting requests when necessary.
• Providing effective issue resolution and communication via phone and in person.
• In charge of handling extremely complex, potentially distressing, and emotionally charged situations that demand persuasion, motivation, or reassurance abilities.
• Communicate with members of the public regarding concerns as required, employing diplomacy, tact, and compassion to obtain vital information and ensure that it is promptly and accurately communicated to the appropriate individual or department.
• It is particularly important to demonstrate empathy and sensitivity when communicating with staff and service users, whether in person or over the phone when confronted with difficult circumstances such as demanding or aggressive conduct.
• Consistently attend meetings of the department. Enhance the development of effective collaboration through the exchange of ideas and perspectives and effective communication.
• Capabilities in analysis and judgment and the liberty to act:
  • Capacity to exercise discernment and resolve matters about inquiries, complaints, and the like.
  • Capability to identify problems that require escalation to the appropriate parties.
  • Capacity to act expeditiously and appropriately while addressing all concerns, demonstrating initiative and independent judgment in a highly complex, multifaceted situation.

Planning and Organisational Skills:

• To guarantee the efficiency of the administration service, prioritize both your own and the administration team’s workload.
• To assure the development and adherence to protocols and guidelines.
• As required, coordinate venues, conferences, training, and hospitality.

Policy and Service Responsibilities:

• Contribute constructively to the management team.
• Ensure compliance with all applicable National and Trust policies, legislation, guidelines, policies, procedures, and protocols, as well as maintain awareness of and compliance with them.
• Make necessary modifications to your working methods to accommodate your specific work environment.
• Implement and consistently improve office information systems and procedures to deliver service that is both efficient and effective.
• Maintain awareness of technological developments and propose novel approaches to service enhancement.
• Accountability for Physical and Financial Resources:
• Assume personal responsibility for the upkeep of all utilized equipment and resources.
• Ensure inventory management for uniforms, equipment, and stationery.
• Transmit patient property, donations, and checks that have been processed to the appropriate department.
• Appoints stationery and stock orders; verifies travel and meeting expenses as an authorized signatory.

Responsibility for Staff:

• The line of command oversees the administrative staff, which consists of receptionists, secretaries, and secretaries.
• In charge of educating and inducting all new employees.
• Exhibit one’s activities to colleagues who are new or have less experience.
• Assume a proactive role in the hiring process for administrative personnel.

Responsibility for Information:

• As required, transcribe meeting and case conference minutes.
• To establish and uphold a productive filing system.
• Develop various types of documents, including agendas, presentations, and patient pamphlets, by employing a diverse selection of information technology software.
• Maintain confidentiality in adherence to the policies and procedures established by the Trust.
• Confirm that data is entered accurately and promptly into a variety of Trust-IT systems.
• Observe Caldicott and the Data Protection Act precisely.
• Ensure that all stored information is current.
• Accept accountability regarding the integrity of information. As required, photocopy, scan, and distribute documents.
• Confidential documents must be shredded and destroyed by the Trust policy.
• As required, furnish information and generate reports.
• Maintain confidentiality while entering staff information into the Electronic Staff Record (ESR); access only that which is necessary to perform the assigned role or responsibility.

Research and development:

• As required, administer surveys and perform routine evaluations of their work.

Qualifications:

Essential

• Degree in business administration or a closely related field, or training and work experience that are deemed equivalent.

Desirable

• English and mathematics GCSEs

Administrative qualifications:

Experience:

Essential

• Experience with customer service and public interaction
• I possess prior experience in an administrative role and have demonstrated proficiency in problem-solving and team management.
• Proficient in handling intricate diaries while exercising independent judgment in the face of competing obligations and schedules.
• Expertise in utilizing an extensive range of Microsoft Office applications, including Word, Excel, and Outlook.
• Operated independently amidst a high-pressure environment, employing sound judgment and effective decision-making abilities.

Desirable

• Knowledge of IT systems
• Proficient in the field of healthcare.

Additional Criteria:

• A background in personnel management
• Proficient in written and verbal customer service and communication, demonstrating sensitivity and compassion
• Outstanding keyboard and information technology skills to ensure accuracy.
• Extensive prioritization abilities
• Coordination and planning of meetings, including minute transcription
• Proficient schedule management capabilities
• Professionally capable of addressing inquiries from patients, staff, and visitors.
• It is crucial to exercise tact and confidentiality when interacting with
• Individuals at every hierarchical level, encompassing the most intricate and confidential data
• Capacity to maintain meticulousness in the presence of foreseeable interruptions in the work schedule.
• Proficiency in managing high-pressure situations and sensitive subjects.
• The capacity to perform effectively in high-pressure situations, adhere to strict time constraints, and adapt to fluctuations in burden and demand.
• Effectively and flexibly collaborate with others to fulfill the requirements of the services.
• Convincing in interpersonal interactions at all levels.
• Kindly exhibit comprehension regarding the concepts of equality and diversity.
• A mature, receptive, and adaptable work ethic
• Demonstrates compassion and concern.
• I possess strong interpersonal and communication skills.
• Excellent organizational abilities
• One who is a team player.
• Particularly conscientious
• Demonstrates dependability, drive, and dedication.
• The ability to traverse multiple destinations.
• One who is capable of coping with challenging circumstances and operating effectively while under duress.

Disclosure and Barring Service Check:

The Rehabilitation of Offenders Act (Exceptions Order) 1975 governs this position and stipulates that a Disclosure application must be filed with the Disclosure and Barring Service (formerly CRB) to verify the absence of any prior criminal convictions.

Certificate of Sponsorship:

Applicants who are seeking employment in the United Kingdom and require sponsorship as qualified workers are encouraged to apply and will be evaluated in the same manner as all other applicants. Please refer to the UK Visas and Immigration page for additional details.

Applicants for entry clearance into the United Kingdom as skilled workers were obligated to present a criminal record certificate from each country in which they had resided continuously or cumulatively for a minimum of 12 months over the preceding ten years, effective April 6, 2017. This stipulation is similarly applicable to adult dependents, which are defined as individuals aged 18 or older. Here, guidance is available for reference. Background investigations for criminal activity on international candidates.

For assistance with your application, contact:

• Deena Preece
• deena.preece@uhb.nhs.uk
• 07917050283

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