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Job summary

Main area
Diabetes & Endocrinology
Grade
Band 5
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
287-AMED-215-26
Employer
Liverpool University Hospitals NHS Foundation Trust
Employer type
NHS
Site
Aintree
Town
Liverpool
Salary
£32,073 - £39,043 per annum
Salary period
Yearly
Closing
28/09/2026 23:59

Employer heading

Liverpool University Hospitals NHS Foundation Trust logo

Office Manager

Band 5

Job overview

An exciting opportunity has arisen within the Diabetes & Endocrinology service. We are looking to recruit a proactive, experienced and highly motivated individual to join our fast paced Care Group, providing support to the Head of Operations, General Service Manager and Assistant Service Manager based at Aintree Hospital.

The post holder must possess previous experience working operationally in an NHS setting and have excellent organisational skills, a high level ofcompetency in using Microsoft Office and ability to interrogate IPM, LIGHT and other IT systems and to work under pressure, prioritising workloads and meeting Trust and National deadlines.

Proven experience in management of a large number of staff would be beneficial, as the role requires line management and co-ordination ofadministration and clerical staff with varying aspects of roles across several areas. Previous experience of appraising staff would also be beneficial.

Main duties of the job

The office manager will work closely both with management and admin teams within the care group. You will be expected to develop effective working relationships with colleagues both within and outside of the care group to help our improve outpatient performance.

Specific duties include producing and developing reports for outpatient targets, Referral To Treatment (RTT), new and follow up waiting lists and partial booking reports and previous knowledge of managing outpatients and RTT Patient Tracking Lists (PTL) therefore would be essential.

You will work closely with the Medical Roster team to ensure Consultant, Middle grade and junior doctor cover is adequate for both outpatients and inpatients, to safely meet the needs of the service. You will be responsible for collating Junior Doctor rotas using Allocate, annual leave for admin and secreterial staff, along with ward cover and on call rotas across the department.

This is a busy role and the post holder should be able to use their own initiative, manage a busy workload and work effectively with other team members in a busy fast paced environment.

Working for our organisation

NHS University Hospitals of Liverpool Group (UHL Group) was formed on 1 November 2024, born from a shared aim to improve the care we provide our communities.

We are one of the largest employers in region, with over 18,900 colleagues who are dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services that extend to more than two million people in the North West.

We operate from five hospital sites: Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside, and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to several elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Heart and Chest Hospital provide specialist services in cardiothoracic surgery, cardiology and respiratory medicine, both in the hospital and out in the community. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year.  The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single en-suite bedrooms and mainly focuses on complex planned care and specialist services.

Detailed job description and main responsibilities

To provide effective day to day management of the clerical and secretarial functions within the directorate, including the management of rota’s, ensuring the provision of a quality service that is properly integrated to meet directorate and service requirement, remaining within set financial budget allocations and ensure adequate cover at all times.

To assist the Clinical Lead and the Operational Management Team with Directorate issues as appropriate, including those relating to medical staff – e.g. management of all leave using local area processes, as well as undertake return to work interviews in line with the organisational policies.

Inducting rotational medics into the department and the three Diabetes & Endocrinology wards at 4 points during the year (February, April, August, December) ensuring collaborate working with the medical complianc team to fill any rotational gaps.

Ensuring medics meet their training requirements for your area establish what their training needs are with consultant supervisor support, clinics, and plan sessions within the rotas as needed.

Arranging IT training accounts for new starters including medics and admin team

Backfill medical gaps within your area once notified by medical compliance and ensuring you liase with ASM and GSM for approval.

Liasing with medical roster regarding medics rotas and ensuring all rota clashes are identified before the start of the rotations

Ensuring all ward rotas covering ward 20,21 and 25 are safely staffed with medics. Liasing with the Clinical Lead regarding oncall gaps to  ensure advanced cover.

Review 52 week + 18 week PTL validation weekly. Managing waiting times for new and follow up patients, ensuring effective utilisation of clinic slots to meet RTT targets in conjunction with following the trust access policy. Conducting Appraisals for administrative staff

Ensuring mandatory training for your area is kept up to trust target

Conducting return to work meetings with staff in conjunction with the trust sickness/absence policy

Ordering stationary via the Oracle system or NHS supply chain and raising receipts as and when needed.

Competent in using a range of system platforms notably, Allocate, IPM, ADT, ICE, EPRO, Cohort, Greenlight, ESR, ERS, EPOC, PENS, Oracle, Cloud, LIGHT, and Appraisal system.

Ensure arrangements in place to co-ordinate Consultant, Middle Grade and Junior medical staff leave,

study leave and teaching sessions and ensure locum cover in place for sickness absence where required.

Preparation and circulation of Consultant, Registrar, IMT-F1 staff on-call rota where required, and follow up day-to-day queries regarding rotas.

To liaise with the Trust Medical Staffing Manger in order to support medical staffing within the Division of Medicine where possible.

Assist with induction of medical staff, production and distribution of induction packs.

To support the Clinical Lead and the Operational Management Team in developing new ways of working, re-evaluate admin processes and the workforce to ensure practices which are consistent with the Trust’s Service Improvement Strategy.

To ensure that an effective system of communication exists with clerical, secretarial and all other staff within the directorate, with other internal directorates/departments and external agencies and to ensure the appropriate flow of information with adherence to the Caldicott principles

Organise various meetings with agendas on behalf of the directorate i.e Governance, S&G for admin team, attend, take and transcribe minutes of these meetings.

Person specification

Knowledge

Essential criteria
  • Finance Management – Knowledge of NHS budgetary / financial procedures
  • Knowledge of budgetary / financial systems
  • Understanding of the requirements of Data Protection and Patient Confidentiality

Experience

Essential criteria
  • Demonstrable experience in managing a Team of Staff
  • Extensive experience administrative / clerical gained in a busy office environment
  • NHS experience
  • Experience of using Hospital IT systems
  • Experience of working in a Customer / patient focused environment
  • Recent experience to demonstrate proficiency in Microsoft Word, Excel and Access
  • Experience of independently managing a varied workload to meet demanding deadlines

Qualifications

Essential criteria
  • RSA level 3 or equivalent
  • NVQ Level 3 Business Administration/equivalent
  • Introduction and Intermediate Level Word, Excel and Access Certificates

Skills

Essential criteria
  • Excellent interpersonal and communication skills
  • Ability to establish and maintain professional relationships internally and externally
  • Ability to organise own work and to demonstrate initiative required to ensure all tasks are complete
  • Ability to undertake training of Admin Staff within the department

Employer certification / accreditation badges

Fair Employment Charter Status - Aspiring LevelNHS Pastoral Care Quality AwardTrust IDVeteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in PeopleArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Carer confident logo, the employers for carers confident schemeDisability confident committedStep into health

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.

Application numbers

This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.

Documents to download

Apply online now

Further details / informal visits contact

Name
Anna Flanders
Job title
Assistant Service Manager
Email address
[email protected]
Telephone number
0151 529 4789
Additional information

Jill Billington 

General Service Manager Diabetes & Endocrinology

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