Office Manager

Helping others improve and turn their lives around – there’s no better feeling. It’s what we do for thousands of people at more than 150 sites across the UK. Be a part of it.

Cygnet Hospital Woking offers a range of mental health services for men and women. Services are delivered in a purpose-built therapeutic environment where the focus is on maximising positive outcomes and recovery.

We are looking for an Office Manager to join our team and take line management responsibility for the Secretarial Teams within the hospital and oversee administrative practice as a whole.   

The post holder will also provide organisational and administrative support to the SMT. In addition to these functions, the post-holder will undertake project work and participate in audit and the development of policies and protocols in keeping with Cygnet administrative standards.  You will provide support to the hospital management team and be an IT contact available to offer support within the hospital.

You will assist on ensuring the Hospital complies with the CQC fundamental standards, Commissioner Standards, Quality Improvement frameworks and networks. Ensure that the Hospital meets the compliance data submission targets weekly, monthly, quarterly and annually.

You will work 37.5 hours a week, Monday – Friday.

Apply now to enjoy excellent career prospects while reaping the rewards of making a difference to others – every day.

Main duties include:

• Line management of Medical Secretaries, Reception, Hairdresser and Driver. In conjunction with other members of the management team, ensure that mandatory training is provided and attended by all staff annually.

• Ensure all relevant departments are supervised, appraisals are up to date and monthly team meetings take place.

• Be involved in the investigation of performance, conduct and grievances as requested according to company policy and in conjunction with legal advice where necessary.

• Manage annual leave and sick leave effectively within relevant departments.

• Monitor staff performance and attendance in accordance with the Cygnet Procedures for Annual Performance Review.

• Ensure all staff follow the instructions for safe working in the department, and comply with all Cygnet policy and procedures which apply.

• Ensure the post-holder’s department heads are up to date with developments within the company locally and nationally so that best practice relating to their department is established.

• Support the maintenance of non-clinical personnel files and supervise the maintenance of clinical personnel files and ensure that they comply with company policy.

• Complete audits as required to ensure that all necessary documentation is included within all personnel files

• Support Training and HR in the management of mandatory staff training.

• Provide administrative support to the SMT

• Be available for the taking of minutes in the monthly management meetings and any other meetings as required.

• Attend meetings, both internal and external, as required

• To undertake project work on an ad hoc basis

• Any other reasonable request

We are looking for people who have

• Experience in a similar role

• Microsoft IT skills

• Organisational, planning, problem-solving and decision-making skills.

• Great attention to detail and have excellent administrative skills

• Sound workload and time management. It is crucial that the post holder is able to prioritize workload and work within set deadlines.

• Flexibility in learning parts of different roles within Compliance and apply them to practice when needed.

• Excellent interpersonal skills

• Experience of utilising common IT software systems, Word Processing, Spreadsheets and Databases

• Good sound knowledge of local and corporate governance processes

• General administrative experience

• Ability to work on own initiative

Why Cygnet? Well offer you

• £33,620 per annum salary

• An opening to undertake further learning with our excellent apprenticeship scheme

• Expert supervision & support

• Free Health Cash plan

• 24 hours free GP support line

• Free life assurance cover

• Free eye tests

• Car lease discounts

• Discounted gym membership

• Free mortgage broker and Insurance cover

• Pension scheme

• Employee NHS - discount savings & Cycle to Work scheme

• Smart Health Toolkit- Providing you with Fitness Programmes, Nutrition consultation and Health checks

Please note: successful candidates will be required to undergo an enhanced DBS check.

We reserve the right to close this vacancy early if we receive sufficient applications for the role. Therefore, if you are interested, please submit your application as early as possible.

What next?

If you care about making a difference – we want to talk to you.

Click the button to apply