About this role
Job summary
An exciting opportunity has arisen for anOptometry Office Manager/PAa to work at Moorfields City Road,
Moorfields Eye Hospital is a post-graduate teaching Hospital of international acclaim, dedicated to excellence in patient care, training and research. Our main site is at City Road, London but we have a large, and growing, number of interdisciplinary satellite clinics at which optometric services are provided.
The Optometry Department has over 190 optometrists and provides clinical services for refraction, low vision assessment, medical contact lenses as well as extended role cross Moorfields' sites. The role involves supporting the Optometry head of department, deputy head, optometry service leads and line managers to support the daily running of the department. In addition, the role involves the management of the clerical administration team that are responsible for the ordering and delivering of patients spectacles and contact lenses
We play a significant role in the training of ophthalmic professionals and in collaboration with UCL our optometry education has recently expanded to provide College of Optometrists Higher Qualifications. Our research priorities reflect the developing role of optometrists and our close links with the Institute of Ophthalmology. We are supported by our spectacle and contact lens laboratories.
Main duties of the job
Oversee the management of the clerical administration team dealing with recruitment, performance review, performance management and day-to-day management of this team.
Responsible for organising clerical team meetings and individual staff 1:1s, overseeing audit to inform & maintain quality of services.
Ensure all clerical staff are compliant with mandatory training.
Ensure all staff have an annual appraisal and that individuals' development needs are identified and addressed
Assist Senior Optometry staff with workforce management of the optometry department including e-rostering, annual leave management, sickness reviews, e.g. obtaining sickness reports and providing support at meetings.
Responsible for maintaining confidential information on staff.
Ensure that the highest standards of customer care are always maintained, working with key stakeholders to ensure a consistent and effective training and monitoring mechanism is in place for the achievement of this
Ensure the department and individuals are compliant with Health & Safety legislation, completing incident forms and developing action plans as appropriate to eliminate or reduce risks, forwarding documentation to appropriate departments in a timely manner
Provide comprehensive PA and secretarial support to the HOD and other senior members of staff.
About us
What's in it for You?
At Moorfields, we invest in you--your growth, your wellbeing, your future.You'll join a flexible, supportive organisation offering:
o Competitive salary (including high-cost area supplement)
o Membership of the NHS Pension Scheme
o 24/7 independent counselling support
o Career-long learning and development opportunities
o Excellent transport connections
o Access to NHS and Blue Light discount schemes
o Free Pilates classes
o Full support and training to develop your skills
And so much more! To see the full range of benefits we offer please view our Moorfields benefits leaflet.
Job description Job responsibilities
Oversee the management of the clerical administration team dealing with recruitment, performance review, performance management and day-to-day management of this team.
Responsible for organising clerical team meetings and individual staff 1:1s, overseeing audit to inform & maintain quality of services.
Ensure all clerical staff are compliant with mandatory training.
Ensure all staff have an annual appraisal and that individuals development needs are identified and addressed
Assist Senior Optometry staff with workforce management of the optometry department including e-rostering, annual leave management, sickness reviews, e.g. obtaining sickness reports and providing support at meetings.
Manage the VDU (staff sight tests) service for the Trust.
Responsible for maintaining confidential information on staff.
Ensure that an efficient and caring service is provided to all patients within the relevant clinics/services
Ensure that the highest standards of customer care are always maintained, working with key stakeholders to ensure a consistent and effective training and monitoring mechanism is in place for the achievement of this
Assist the HOD to ensure that health and safety standards are always maintained within the department and notify the appropriate manager or representative for any action required
Ensure the department and individuals are compliant with Health & Safety legislation, completing incident forms and developing action plans as appropriate to eliminate or reduce risks, forwarding documentation to appropriate departments in a timely manner
Provide comprehensive PA and secretarial support to the HOD and other senior members of staff.
Attend meetings and take and transcribe minutes.
Organise pre-reg observerships, meetings, lectures, and open days (both internally and externally) and act as point of reference.
Support the HOD in managing the Quality and Performance of the department including updating risk registers.
Act as the main point of contact for the department, liaising with colleagues, senior hospital staff and external contacts.
Provide support in providing local inductions for new staff alongside their managers.
Organise Observations for Pre Reg Optometrists and Visiting Pre Reg Optometrists
Organise Tutorials for Pre Reg Optometrists
Cover reception/ clerical duties for the optometry clerical administration posts as needed
Support staff with queries regarding annual leave entitlements and the managing of e- rostering systems.
Check that all annual leave, sickness and other absences have been recorded correctly on e-roster.
Assist line managers within the department with staff information required for trust policies e.g. sickness absence, capability and appraisals
Manage staff contracts and changes on ESR.
Person Specification
Knowledge Essential
Advanced digital literacy Comprehensive PA skill meeting invites, agenda, minutes Supervisor/line manager training
Desirable
Knowledge of Optometry
Education / Qualifications Essential
Educated to degree/NVQ4 level or working towards this or equivalent experience.
Desirable
Management qualification.
Experience Essential
Previous Admin/Clerical/PA experience Line management/ Supervisory experience Previous NHS experience
Desirable
Use of trust system, roster, PAS Project management experience.
Skills/Abilities Essential
Excellent organisational planning and prioritising skills with an attention to detail and a good level of numeracy.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Moorfields Eye Hospital NHS Foundation Trust
Address Moorfields City Road
162 City Road EC1V 2PD
London
EC1V 2PD
United Kingdom
Employer's website https://www.moorfields.nhs.uk/work-for-us (Opens in a new tab)