Job summary
The Band 5 Administration Manager will provide dedicated administrative and operational support for the Gynaecology Oncology service and assist in managing the Obstetric Administration team and its Team Leader. This role ensures efficient coordination of clinics, theatre sessions, and patient pathways across both specialties. It is critical for maintaining service performance, meeting cancer and maternity targets, and supporting clinical teams in delivering high-quality patient care.
Secondment will be considered for internal candidates - If you are successful after interview, you must obtain approval from your current line manager to accept the offer.
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.
Main duties of the job
- Operational Oversight: Manage day-to-day administrative functions within the Gynaecology Oncology department.
- Capacity Planning: Review and optimise theatre and clinic utilisation to prevent delays and improve patient flow.
- Appointment Management: Ensure efficient scheduling to reduce waiting times and meet cancer pathway targets.
- Performance Monitoring: Support delivery of 31/62-day and Faster Diagnosis Standard (FDS) targets.
- Staff Coordination: Act as a point of contact for administrative staff, ensuring workload balance and reducing risk of burnout.
- Compliance: Maintain accurate records and ensure adherence to Trust policies and procedures.
About us
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.
Job description
Job responsibilities
Departmental Administrative Management
- Oversee all administrative operations within the department.
- Act as a resource for staff on Trust and departmental policies.
- Support divisional management in creating Local Delivery Plans (LDPs).
- Attend strategic and departmental meetings, representing administrative interests.
- Set objectives and standards for departmental performance.
- Review and improve administrative processes for efficiency.
- Conduct audits of procedures and ensure compliance.
- Ensure health, safety, and security within the department.
- Manage data quality and waiting list reports (inpatient, outpatient, diagnostics).
- Oversee RTT pathway trackers and validation processes.
Staff Management
- Lead recruitment, retention, and selection of administrative staff.
- Handle disciplinary, capability, and grievance issues.
- Conduct Personal Development Reviews and create training plans.
- Ensure staff development aligns with service needs.
Communication
- Maintain effective internal and external communication systems.
- Motivate staff and manage change in procedures.
- Investigate complaints per Trust guidelines and take immediate action when needed.
Budget Management
- Manage departmental administrative budget and monitor variances.
- Oversee stock control and resource allocation.
Service Improvement
- Undertake project work, data analysis, and reporting.
- Use Trust IT systems (e.g., PMS, CRRS, Opera, CRIS).
- Share ideas for continuous improvement in patient care and business processes.
For further details of the role please see the attached job description.
Job description
Job responsibilities
Departmental Administrative Management
- Oversee all administrative operations within the department.
- Act as a resource for staff on Trust and departmental policies.
- Support divisional management in creating Local Delivery Plans (LDPs).
- Attend strategic and departmental meetings, representing administrative interests.
- Set objectives and standards for departmental performance.
- Review and improve administrative processes for efficiency.
- Conduct audits of procedures and ensure compliance.
- Ensure health, safety, and security within the department.
- Manage data quality and waiting list reports (inpatient, outpatient, diagnostics).
- Oversee RTT pathway trackers and validation processes.
Staff Management
- Lead recruitment, retention, and selection of administrative staff.
- Handle disciplinary, capability, and grievance issues.
- Conduct Personal Development Reviews and create training plans.
- Ensure staff development aligns with service needs.
Communication
- Maintain effective internal and external communication systems.
- Motivate staff and manage change in procedures.
- Investigate complaints per Trust guidelines and take immediate action when needed.
Budget Management
- Manage departmental administrative budget and monitor variances.
- Oversee stock control and resource allocation.
Service Improvement
- Undertake project work, data analysis, and reporting.
- Use Trust IT systems (e.g., PMS, CRRS, Opera, CRIS).
- Share ideas for continuous improvement in patient care and business processes.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospital Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
