Deputy Office Manager - Emergency Department

Job overview

An exciting opportunity has arisen for an experienced and motivated Deputy Office Manager to join the Emergency Department administrative team. Working closely with the Administration Manager, the Deputy Office Manager will play a key role in supporting the delivery of a responsive, efficient, and high-quality administrative service within one of the busiest areas of the Trust. The successful candidate will support the day-to-day management of administrative and reception services, ensuring the accurate recording, validation, and monitoring of patient information across departmental systems, including ED iPM and Whiteboard. They will assist in workforce planning activities, rota management, recruitment, staff development, and performance monitoring, helping to ensure the department consistently meets operational objectives and NHS performance standards.

A key aspect of the role will be supporting and developing clerical and administrative staff through supervision, induction, training, and appraisal processes, will lead on training for new starters,

Post holder will act as a role model for Trust values and behavioural standards, promoting a positive and supportive working environment while contributing to continuous service improvement initiatives. They will also provide management support in the absence of the Administration Manager, ensuring the smooth running of the department and maintaining effective administrative services that support excellent patient care.

Main duties of the job

To assist in the development of the departmental services and improve efficiency in recording the data on the ED iPM and Whiteboard systems on a daily basis. To assist Administration Manager in the completion of Allocate and the department weekly Rota’s. To monitor data input and produce statistics as required. To assist in a program of work sampling to achieve more accurate performance standards and instil a greater sense of responsibility in each employee. Initiate audit/validation of information from the ED iPM and Whiteboard systems. To ensure all clerical staff adhere to the Trust Behavioural Standards and are aware of the importance of their role in achievement of NHS Target Support clerical Team Leaders on day to day supervision of clerical staff within the ED reception area. To assist in the departmental induction program for each employee. To ensure that all work is carried out in a safe manner with due regard to Health & Safety. To assist Administration Manager in the recruitment and selection process. In the absence of the Administration Manager to complete staff variation lists for the clerical staff To assist in yearly appraisals. To prepare and deliver training programs on the agreed policies for operational procedures and systems procedures Responsible for the training off all new staff in the department.

Detailed job description and main responsibilities

To assist in the development of the departmental services and improve efficiency in recording the data on the ED iPM and Whiteboard systems on a daily basis. To assist Administration Manager in the completion of Allocate and the department weekly Rota’s. To monitor data input and produce statistics as required. To assist in a program of work sampling to achieve more accurate performance standards and instil a greater sense of responsibility in each employee. Initiate audit/validation of information from the ED iPM and Whiteboard systems. To ensure all clerical staff adhere to the Trust Behavioural Standards and are aware of the importance of their role in achievement of NHS Target Support clerical Team Leaders on day to day supervision of clerical staff within the ED reception area. To assist in the departmental induction program for each employee. To undertake data audits/validation on a daily basis. To ensure that all work is carried out in a safe manner with due regard to Health & Safety. To assist Administration Manager in the recruitment and selection process. In the absence of the Administration Manager to complete staff variation lists for the clerical staff and ED Medical Secretaries To assist in yearly appraisals. To prepare and deliver training programs on the agreed policies for operational procedures and systems procedures To participate in updating and maintaining all relevant operational policies and procedures documentation and to ensure its availability and usage via the Trust’s Intranet service. Responsible for the training off all new staff in the department.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.