Band 5 Office Manager

www.healthjobsuk.com - jobboard; Birmingham; Hybrid; GBP 31,000 - 38,000; Full time

Job summary

A healthcare organization in Birmingham is seeking an experienced Band 5 Office Manager to provide comprehensive administrative support to the Divisional Director. The role involves managing schedules, coordinating projects, and supervising administrative staff. Ideal candidates will have relevant NHS experience and excellent organizational and communication skills. This position offers a competitive salary and a hybrid working model.

Benefits

Full NHS terms and conditions

Extensive holidays

Discounts for local and national retailers

Dedicated well-being services

Qualifications

• Significant experience working within an admin and clerical role.
• Experience of developing admin systems and processes.
• Previous staff supervisory managerial experience within the NHS.

Responsibilities

• Provide high-level PA support to the Divisional Director.
• Coordinate and manage the Director's calendar and correspondence.
• Ensure smooth operation of the administrative team.

Skills

Excellent organisational skills

Ability to work autonomously

Excellent written and verbal communication skills

Ability to determine prioritise workload

Ability to review processes for improvements

Team building

Education

Educated to A level standard or equivalent

Tools

Microsoft Office

Job description

Main area Children's & Families Grade NHS AfC: Band 5 Contract Permanent Hours Full time - 37.5 hours per week (Core hours of 09:00-17:00, hybrid role, with a expectation of 80% of time in the office.) Job ref 820-7180923-CF

Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Moseley Hall Hospital Town Birmingham Salary £31,049 - £37,796 Per Annum Salary period Yearly Closing 24/08/2025 23:59

Band 5 Office Manager

NHS AfC: Band 5

Job overview

**Please apply early as advert will close early once sufficient number of applications have been received.**

This is an exciting opportunity for an experienced office manager with line management skills and an understanding of the NHS to play a key role in the efficient provision of an administrative and office management service to the Children and
Families Divisional Director and Senior Management Team.

We are looking to recruit an enthusiastic, dynamic and motivated individual who will develop, support and lead the administrative team. as well as support the delivery of business objectives, specific projects within the Division.

Main duties of the job

Provide high level, comprehensive Personal Assistant (PA) support to the Divisional Directorand act as the Office Manager with respect to the administrative staff and office facilities supporting the Children and Families Division senior management team, ensuring a systematicand effective service is delivered.

Undertake tasks and coordinate programmes of work to support the delivery of business objectives and specific projects within the division.

Provide a key link between the Divisional Director and her/his reports, ensuring that programmes of work are co-ordinated effectively, deadlines are met and that effective team working develops throughout the division and with Foundation Trust Corporate and Support Services.

Provide a key link between the Director and key personnel across all areas of their business both internally and externally.

Promote a competent and professional image commensurate with the status of the organisation.

Working for our organisation

Be Part of Our Team...

Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.

Detailed job description and main responsibilities

• Management of the Director's calendar to ensure smooth and efficient deployment of theDirector's time, without overlap of meetings; arranging delegates to attend/ Chairconflicting meetings on the Director's behalf as necessary; booking parking and meetingrooms in advance; proactively updating the calendar as required; and ensuring that keymeetings are covered in the absence of the Director.
• Management of the Director's in-box and correspondence, using discretion and initiativeto ensure urgent items are prioritised and brought to the Director's attention. Whereappropriate, initiate actions demonstrating a high level of judgment around confidentialityand priorities, without reference to the Director. Chase progress emails and takerelevant action on behalf of the Director and where necessary negotiate with staff withauthority and sensitivity.
• Communicate efficiently and effectively with staff and service users, including those fromother agencies, providing or receiving complex or sensitive information, where tact, reassurance, agreement and co-operation is necessary, modelling high standards of customer service.
• Provide the Director with confidential management support in dealing effectively with arange of often politically and personally sensitive issues.
• Participate in meetings as required, taking responsibility for:
a. The identification of agenda items and subsequent drafting of agenda.
b. Collation and distribution of agenda and papers, adhering to terms of reference.
c. Taking electronic minutes during meetings and turn these around into high quality,accurate draft minutes for the Chair's approval within required timescales.
d. Maintain Action Log spreadsheets for meetings, chasing and populating updatesprior to circulation of papers for each forthcoming meeting and moving actions from'current' to 'complete' tabs as appropriate.
e. Ensuring forthcoming meetings will be quorate, in line with terms of reference andalert Director/ delegated Chair as necessary.
f. Ensuring the Director/ delegated Chair has access to all relevant documents in atimely manner prior to meeting date.
g. Ensuring meeting papers are available to participants through secure shared networkfolders
h. Ensuring that documents/ presentations can be projected onto a screen duringmeetings.
i. Ensure that, when requested, virtual means of joining meetings are arranged in atimely manner, such as dialling in via teleconference or using video conferencing facilities and that the Chair and all participants are given relevant details in order to dial in.
• Draft appropriate responses to correspondence on behalf of the Director using a highlevel of written English. Also, using this knowledge to check the content of all otherdocuments drafted for the Director's approval/ signature.
• Proficiently utilise word processing and software packages to produce high qualitydocumentation and presentations, utilising Word, Excel and Power Point to a very highstandard.
• Ensure that the Director has access to the relevant documents and equipment to attendmeetings and has access to the reading literature in a timely manner prior to themeeting date.
• Co-ordinate and collate information required by the Director, producing anamalgamated, accurate and comprehensive draft for the Director to review withinrequired timescales e.g. recovery plans for the Performance Programme ManagementBoard and contributions to the Children and Families Team Brief.
• Bring to the Director's attention in a timely manner all requests for electronic/ hard copyauthorisation of workforce approval and HR forms, e-procurement, invoices and e-expenses; submissions such as reports to Boards/ Committees; requests such as for lease car/ salary variation.
• Develop and maintain comprehensive up-to-date accurate filing and office systems (bothmanual and electronic) whilst working towards a paperless office environment bydeveloping and maintaining a consistent policy of working more efficiently, and smarteras an organisation with respect to communications and record keeping.
• Develop and maintain a database for members of staff who directly report to the Directorfor sickness and absence returns. Ensure that return to work interviews are carried outand that all ESR information is accurately inputted. Notify Director of requirement forsickness reviews and arrange appointments and draft letters as required.
• Ensure completion of monthly returns that require approval by the Divisional Director forstaff members to payroll department, taking a proactive role in gathering information andensuring this is submitted in line with payroll deadlines.
• Monitor training analysis received and ensure all direct reports to the Divisional Directorare aware of their outstanding training requirements, producing reminders to helpensure targets are met.
• Utilise the finance tools system to raise workforce approval forms, staff change formsand termination forms as required, ensuring these are progressed in a timely fashion.

•Administrate purchase requisitions for stock and non-stock items for the Director, operating in accordance with Standing Financial Instructions and financial procedures.
• Ensure the spreadsheet of C&F SMT availability is maintained accurately for the current
and forthcoming two months with a rolling programme of review, available in the relevant
shared folder.
• Assist the division's senior management team with identifying, recording and
disseminating cover arrangements during annual leave, non-working days, sickness and
any other absence.
• Lead responsibility for ensuring that starters are added and leavers are deleted from the
BCHC Provider Children Families All Staff distribution list on the Outlook global address
book.
• Develop and maintain a working knowledge of all areas of the Foundation Trust and key
relationships with partners.
• Organisation of HR events such as staff consultations, investigation interviews and
panel hearings as requested following HR policies and procedures liaising with senior
members of staff, human resources, staff and Trade Unions as appropriate and
including taking accurate verbatim notes from interviews and hearings.
• Use and maintain general office equipment as required including personal computers,
printers, transcription machine, answer machine, fax and photocopier.
• Arrange events on behalf of the Director, confirming speakers, time tables, venues,
facilities, refreshments and any accommodation, Administrate purchase requisitions for stock and non-stock items for the Director, operating in accordance with Standing Financial Instructions and financial procedures.
• Ensure the spreadsheet of C&F SMT availability is maintained accurately for the currentand forthcoming two months with a rolling programme of review, available in the relevantshared folder.
• Assist the division's senior management team with identifying, recording anddisseminating cover arrangements during annual leave, non-working days, sickness andany other absence.
• Lead responsibility for ensuring that starters are added and leavers are deleted from theBCHC Provider Children Families All Staff distribution list on the Outlook global addressbook.
• Develop and maintain a working knowledge of all areas of the Foundation Trust and keyrelationships with partners.
• Organisation of HR events such as staff consultations, investigation interviews andpanel hearings as requested following HR policies and procedures liaising with seniormembers of staff, human resources, staff and Trade Unions as appropriate and including taking accurate verbatim notes from interviews and hearings.
• Use and maintain general office equipment as required including personal computers,printers, transcription machine, answer machine, fax and photocopier.
• Arrange events on behalf of the Director, confirming speakers, time tables, venues,facilities, refreshments and any accommodation,

•First line management of the team of Personal Assistants supporting the Children and Families Division Senior Management Team.
• Develop induction programmes tailored to individual learning needs meeting thecompetencies within the Foundation Trust administrative framework and developmentmodel.
• Implement regular supervision of staff including management of annual, sickness, studyand any other leave and timely attendance at/ completion of mandatory training.
• Ensure all staff in the administration team meet and maintain high standards ofperformance, act as a role model for these and ensure they are supported to developrequired competencies and have annual PDR's resulting in specific objectives andeffective personal development plans.
• Ensure all members of the administration team have appropriate access and hierarchiesare in place within ESR, Finance Tools, finance requisitioning and invoicing systems.
• Work with other administrative staff and the Executive Office Manager to define officeprotocols required and consolidate the necessary standards of office operational policy;proactively ensuring that procedures/ systems are reviewed regularly and that therequired standards are met by the C&F SMT Administrative team.
• Maintain staff's personal files for own direct reports and Director's direct reportsensuring confidentiality at all times.
• Organise and administer recruitment and selection procedures, working with HR toensure processes are adhered to.
• Follow through performance and capability management policies and undertakeinvestigations as delegated and within the sphere of the role.
• Delegate tasks to other members of the administration team as appropriate.

Person specification

Qualifications

• Educated to A level standard or equivalent level of experience
• Commitment to ongoing learning/training
• Evidence of continuing professional development

Experience

• Significant experience working within an admin and clerical role
• Significant experience of dealing with admin processes
• Experience of developing admin systems and processes and implementing change
• Understanding of methods for ensuring effective communication
• Good understanding of office procedures and technology
• Advanced ability to use IT packages including Microsoft applications
• Knowledge and understanding of Trust patient administrative systems e.g. CHIS and RIO
• Knowledge of main Trust policies and procedures pertaining to the role
• Previous staff supervisory managerial experience witin the NHS
• Involvement in change management processes in a supervisory capacity
• Experience of working in a performance management framework

Skills

• Excellent organisational skills
• Ability to determine prioritise own / others workload and forward plan effectively
• Ability to work autonomously
• Ability to work on own initiative, make effective decisions, and problem solve
• Ability to review processes identify system failures and make recommendations for change
• Ability to set and maintain standards and initiate Improvements
• Excellent written and verbal communication skills
• Ability to input and extract complex data
• Ability to read and translate complex data and present results
• Team building and conflict resolution

Personal Qualities

• Ability to work calmly under pressure and meet tight deadlines
• Ability to maintain patient confidentiality at all times
• Meticulous in approach and highly attentive to detail
• Tact and diplomacy
• Reliable
• Motivator of self and others
• Adaptable to change
• Innovative and creative in problem solving

Other

• Ability to travel across the city
• Flexibility

In accordance with UK Home Office requirements, Band 2 clinical and non-clinical roles and Band 3 Non-Clinical roles are not eligible for sponsorship.

Please note that the majority of non-clinical roles (Agenda for Change Band 3 - 6) with the exception of those which appear on this list - link , will not meet the minimum requirements set by UK Visas and Immigration to sponsor candidates to work in the UK.

All non-clinical roles (Agenda for Change Bands 7 - 9) that meet the prescribed skill level (RQF 6) and salary threshold will be eligible for sponsorship.

The Trust will accept applications from candidates who can evidence their right to work in the UK or via alternative visa routes.

Disability Confident Employer and Guaranteed Interview Scheme

BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role, as set out in the person specification. We encourage applicants to submit their applications and to request any reasonable adjustments where required.

Equality, Diversity and Inclusion

As part of our ongoing commitment to being a Great Place to Work, we actively foster and support a workplace culture that is inclusive and equitable for all staff, patients and service users.

We are dedicated to creating an inclusive environment where everyone feels welcomed and valued. We encourage applications from individuals of all backgrounds, including those with diverse abilities, experiences, and perspectives.

We are also dedicated to supporting the career progression of colleagues from underrepresented backgrounds into this role and more senior roles within the Division and the wider organisation.

Promoting Workforce Equality

In response to data held by BCHC which demonstrates that individuals from particular protected characteristics are under-represented, BCHC are striving to redress these imbalances. In order to do this, the Trust is committed to the employment and career development of individuals with these protected characteristics. As part of this commitment and given this under-representation, the Trust guarantees an interview to any applicants from under-represented groups for positions at Band 8a and above whose application meets the essential criteria for the post as detailed on the Person Specification.

The Trust is currently under-represented in terms of people who identify as Black, Minority Ethnic (BME) and welcomes applicants from these communities. Selection will be on the basis of merit. In order to ensure the diversity of our workforce and understand the differing needs of our communities, the Trust is committed to the principles of Positive Action.

Flexible Working

Birmingham Community Healthcare NHS Foundation Trust (BCHC) supports a variety of flexible working practices and, where possible (given our range of services and community settings) dependent upon the requirements associated with the role, will actively consider requests made and support these where practically possible. This may include hybrid patterns of working to enable colleagues to request the flexibility of a mixture of home/base working.

In accordance with the NHS People Promise, the Trust is committed to facilitating a healthy work/life balance that is essential to health and wellbeing and to making BCHC a ‘Great Place to Work’. We will be happy to discuss and consider all requests relating to working patterns and hours at your interview so please do ask!

Birmingham Community Healthcare NHS Foundation Trust acknowledges Artificial Intelligence (AI) or Generative AI (GenAI) tools such as ChatGPT, Claude, Copilot, Gemini etc; are powerful tools that can help you in various stages of your job application and how they can be used in certain circumstances during your application process with BCHC. You can read more about acceptable use on our internet pages here

Benefits of working for us:

• Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements
• Attractive relocation payment if you relocate to the local area.
• Discounts for local and national retailers
• Dedicated well-being services for all employees
• Flexible working where possible

Employer certification / accreditation badges

Application numbers

***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***