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Job overview
Are you keen to progress into an office manager, leadership position? Are you passionate, able to use your initiative and motivated to lead the admin team to provide support for Talking Therapies? If so, then you could be the person we are looking for.
An exciting opportunity has become available for a Band 5 office manager position within Merton Talking Therapies. This is a full-time role for 37.5 hours per week, leading an admin team who provide admin and clerical support for the Merton Talking Therapies Service. The candidate will need to possess a strong administrative background enabling them to support the service to a high standard, providing efficient and professional administrative support. This is a busy and varied role.
Main duties of the job
- To manage Merton Talking Therapies Administration Staff and office tasks to ensure effective communication between staff, service users, departments and a variety of external agencies/organizations and referrers.
- To support the Merton Talking Therapies Service Manager in pathway management of the Kingston Talking Therapies caseload.
- To work closely with and liaise with all internal teams to ensure referrals are navigated appropriately to and from the Merton Talking Therapies Service.
- To manage all administration tasks including coordination of scheduling appointments, managing referral and discharge communications, room bookings, responding to calls, disseminating key information across administrative team, collating statistics and returns as required by the Trust, word-processing as well as developing and maintaining filing systems adhering to Data Protection and Good Information governance practices.
Detailed job description and main responsibilities
Management
- To line-manage the Merton Talking Therapies office administrators, which includes responsibility for interviewing, appraisal and sickness absence following disciplinary procedures if required.
- To manage all office tasks to meet operational needs and work within budget constraints.
Operational
- To establish and maintain all office management and administrative systems for Merton Talking Therapies, including IAPTus, RiO and eProcurement system documentation.
- To be responsible for setting up landline log ins for new staff.
- To undertake duty of a designated Fire Warden of the department.
- To manage Office Administration staff ensuring the office is manned during operational hours.
- To implement and contribute to policy and service development in relation to own area of work.
- To pay heed to keeping abreast of policies and procedures relating to administration and Health and Safety.
Communication
- To be responsible for receiving complex and confidential information in regards to a range of matters and ensuring that this is dealt with in a professional manner.
- To manage a process of effective communication/team briefings, with staff under sphere of responsibility.
- To communicate with all disciplines in an effective manner using tact and diplomacy in often difficult situations ensuring confidentiality is maintained when appropriate.
- To communicate with various agencies, consultancies and staff ensuring prompt acknowledgement of referrals.
- Where necessary, identify new systems to improve efficiency within administration task and team.
- To ensure all complaints are dealt with professionally and resolved within appropriate timescales.
- To oversee the reception of visitors to the various hubs of the Merton Talking Therapies Service and ensuring that all calls are handled politely and appropriately.
- To be responsible for raising, where appropriate, any administration and/or staffing concerns to the senior management team.