Office Manager

Job Description

This Regulatory, Health and Safety and Operational role at the clinic will be perfect for an experienced Office Manager who enjoys managing staff. You will help the company deliver clinical and operational excellence, maintain the high standard of patientservice and boost staff performance.This is a temp role for at least 4months whilst the clinic looks for someone on a permanent basis.Client DetailsYou will work for a medical dermatology clinic in Central London thats been operating since 2009 delivering dermatology expertise along with outstanding service. The clinic has always put patients at the center of what they do, and worked to make the patientexperience easy and simple for their patients so they can focus on getting better.DescriptionAs the Office Manager, you will be responsible for:

• Operational excellence, determining and implementing effective standards, structures, systems and service / resource efficiencies.
• Oversee the running of the business and implement strategies to improve on general operations following the required guidelines.
• Report to the clinic Directors the operational performance of the clinic to support good decision making and investment decisions
• Resourcing by managing the structure of bookings, workload and resources, including equipment and supplies, ensuring efficient staffing levels at all times.
• Manage, organise and oversee the selection, ordering and storage of office and clinic consumables and stock, ensuring compliance with company purchase order procedures, managing suitable stock levels to support the business needs, and avoiding spoilageand wastage
• Implement effective continuous service improvement processes in line with best practice.
• Responsibility for security, repairs, and maintenance of the clinic premises, furniture, fittings and equipment.
• Responsibility for the computer system and network (including onsite and offsite storage), including organising any maintenance and developments to the system. Ensure compliance with Data Protection legislation.
• Ensure facility is kept well maintained and presentable at all times and that rooms used on sessional hire basis are provided in line with our contractual obligations
• Work with building management and helpdesk ensure building entrance and common areas maintained and presentable
• Responsible for all recruitment of staff ensuring that all staff are legally able to work and have the skills and experience to do the role they are recruited for
• Evaluate, organize and oversee staff induction and training and ensure that all staff are adequately trained to fulfil their roles and that mandatory training is in place and completed
• Manage staff performance providing feedback, guidance, and motivation. You will also assess where performance is not adequate, and deal with any disciplinary processes
• Manage annual leave so that staff are taking time off for their personal wellbeing, but ensuring coverage is maintained
• Manage staffing levels within target budgets and staff are scheduled based on billable bookings
• Develop and implement effective staff appraisal, goal setting and monitoring systems
• Support and mentor staff, both as individuals and as team members
• Keep abreast of changes in employment legislation relevant to the clinic
• Maintain secure, accurate and up-to-date HR documentation and staff records (including job descriptions, employment contracts and employment policies, DBS checks, absenteeism and training records)
• Ensure effective and robust formal and informal communications are in place to keep team members informed, including those who may work in an infrequent basis, to develop an effective and motivate team who demonstrate our values at all times.
• Ensure that staff comply with all clinic processes, policies and procedures
• Ensure pay and compensation is fair, performance based and appropriate for the role within the market
• Ensure appropriate supervision is in place to ensure staff are able to do their jobs safely and patients are kept safe
• Provide active leadership, be accessible, demonstrate adaptability and lend a hand where needed modelling the values of our clinic.
• Provide team and individual recognition and incentives and motivate towards targets and goals
• Ensure clear and relevant job descriptions are in place for all staff
• Conduct appraisals and provide regular constructive feedback and supervision to direct reports to support their development.
• Carry out PDPs with all staff members and schedule review dates
• Responsible for the review and implementation of staff rosters, work flows, service activities, structures and responsibilities, adjusting and implementing appropriate change to meet patient flow and future business challenges/requirements.
• Ensure agreements are in place for all Contractors (including self-employed) who work for the clinic, that they have completed induction and health and safety training, and that this is reviewed and maintained in line with regulations

ProfileTo be successful in applying in for this role, you will:

• Experience of managing and on-boarding staff
• Experience ssetting a positive working environment
• Worked in an Office Manager / Operations Manager or Practice Manager role in the past
• Be available to start mid October
• Excellent organisational skills

Job OfferYou will be rewarded with an hourly rate of £20p/h-£25p/h and the potential to be considered for the perm role.

Keyskills :
HealthcareOffice Manageron-boarding