Job Description

We are excited to offer the opportunity to join Performance & Informatics as Office Manager.



The post holder will be responsible for ensuring the efficient and effective operation of the Performance and Informatics (P&I) department on a day-to-day basis. This includes delivering comprehensive clerical and secretarial support, proactively addressing operational issues, and exercising sound judgement within their remit. They will ensure compliance with agreed standards and performance targets in line with departmental, Trust, and national policies and procedures. Acting as a key point of contact, the post holder will provide expert advice and guidance, manage enquiries, and coordinate the preparation of agendas, reports and minutes, ensuring timely follow-up actions are completed.



The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times. There is no direct line management responsibility included within this role.



P&I work cross functionally to support the Trusts operational delivery of both national and internal targets which ensures the highest standards of patient care are delivered. A robust Performance Management Framework is embedded across UHCW that tracks and evaluates progress and supports both operational and clinical governance frameworks.



Act as the first point of contact to ensure the efficient and effective operation of the Performance and Informatics (P&I) department



General office management, logging office repairs, arranging cleaning, managing stationary and stock, as well as facilitating compliance to Trust audits



Purchase order creation and invoice processing



Management of Trust Performance Review meetings, including recording actions and dissemination of these to relevant stakeholders



Management of P&I committee structures and forums



Co-ordination of attendance of both internal and external meetings required by the P&I Senior Management Team (SMT) Management, dissemination and action tracking of key actions for P&I SMT



Secretarial support for P&I internal meetings, including printing and binding of reports/papers



Daily management of the generic directors' inbox and diary (outlook), as well as sending department wide communications on behalf of the director



To undertake any other duties as required in accordance with the grade and nature of the post.

Closing Date:

Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.



Please note this post is not eligible for sponsorship



University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.



We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.



Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.



We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)



By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.



The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.



Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentation utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement



Develop and maintain good working relationships across the P&I department as well as multiple colleagues across the Trust.



Take responsibility for own workload, scheduling and prioritising tasks as necessary, arranging meetings and working in collaboration with other members of staff to ensure delivery of work to agreed deadlines is achieved.



Participate in appropriate training and development activities and maintain a good understanding of available new technologies / techniques.



Be a flexible member of the Performance and Informatics Department, providing assistance to other staff within the department and covering the work of colleagues during periods of absence or peak workloads. Roles within the Performance and Informatics Department are interchangeable, and staff may be required to cover other roles on an infrequent basis, to provide career development and cover arrangements.



Develop and maintain a high level of knowledge and expertise in NHS information standards and definitions.



To undertake any other duties as required in accordance with the grade and nature of the post.

Meetings:

Provide full meeting facilitation for P&I's internal and external meetings.

Attend P&I meetings, taking and transcribing complex minutes and action notes for approval, ensuring there is a good record which ensures that decisions are recorded referenced and future action is taken at the appropriate level.

Ensure that P&I meetings and events have a forward look programme and action matrix which is monitored.

Maintain the corporate style of reporting for management committees including agenda, papers and minutes.

Maintain strict confidentiality relating to P&I SMT's business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely (hard copy and electronic).

Organise a schedule of Performance Review dates for the forthcoming year, maintaining a robust plan for the year which states when papers need to be received and distributed for ensuring statutory requirements are met.

Compile meeting agendas to reflect agreed actions and the annual schedule of business and liaise with senior managers and Directors to obtain reports, checking they are in the correct format and in good order prior to approval by the Director of Performance and Informatics.

Maintain committee attendance records and schedules of business and progress chasing actions as required.

Book meeting rooms, facilities and refreshments for management committees, ensuring that rooms are suitably organised



For further details of the role please see the attached job description.