Job summary
An opportunity has arisen to work within the management team of the General, Vascular, Thoracic and Breast Surgery Department. As the Deputy Administration Manager you would be an integral part of the team which is striving to make positive changes to how we approach trust objectives. The postholder will act as a confident support to the Administration Manager and will work as a crucial support role for the management team. You will be keen to learn, will think on your feet and be a great communicator with a good eye for detail.
As a staff member within the Surgical Division, you will assist the management team in ensuring patient pathways from GP referrals right through to admission for a surgical procedure are monitored using the administration processes that make it all happen. You will help the team adapt, change, and continue to work on improvement so that every patient through the department has the best care.
The department is seeking a friendly, hard-working, and committed Deputy Administration Manager who will be an asset to the team and get involved in some exciting future development plans
Main duties of the job
You will work with the management team to ensure co-ordination of all direct activity, to assist in the day-to-day management of the administration staff for the directorate and ensure the smooth-running of the department. They will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to.
About us
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
The following skills and experience will be required and are essential for the successful candidates:
- Ensure adequate administration/ secretarial cover. Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload.
- To add patients from Outpatient Clinics to the Waiting List adhering to the Trusts policies & procedures.
- To deal with patients who are emotionally distressed in a sensitive and professional manner.
- To assist patients and their carers by arranging Interpreter/Sign facilities via INTRAN.
- To deputise in the absence of the Administration Manager and provide front-line administration support when required to ensure adequate support within the Directorate(s).
- Undertake any other duties that may be required by the Administration Manager to support the delivery of an efficient administration service to the Directorate(s).
- To play a key role in the development and implementation of new policies and procedures within the Directorate(s), to overcome conflicts / lack of knowledge.
- Regularly review and update clinic templates to reflect changes in clinical demand.
- Liaise with Consultants and Senior Nurse in the development of services e.g. bed booking, direct access, full booking of Pre-Ops and TCI dates (each speciality will not do all of these).
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Job description
Job responsibilities
The following skills and experience will be required and are essential for the successful candidates:
- Ensure adequate administration/ secretarial cover. Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload.
- To add patients from Outpatient Clinics to the Waiting List adhering to the Trusts policies & procedures.
- To deal with patients who are emotionally distressed in a sensitive and professional manner.
- To assist patients and their carers by arranging Interpreter/Sign facilities via INTRAN.
- To deputise in the absence of the Administration Manager and provide front-line administration support when required to ensure adequate support within the Directorate(s).
- Undertake any other duties that may be required by the Administration Manager to support the delivery of an efficient administration service to the Directorate(s).
- To play a key role in the development and implementation of new policies and procedures within the Directorate(s), to overcome conflicts / lack of knowledge.
- Regularly review and update clinic templates to reflect changes in clinical demand.
- Liaise with Consultants and Senior Nurse in the development of services e.g. bed booking, direct access, full booking of Pre-Ops and TCI dates (each speciality will not do all of these).
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent experience
- Foundation Management course or equivalent experience
Experience
Essential
- Previous experience of PAS and Orsos
- Significant experience in Customer care setting
Skills
Essential
- Ability to work in challenging environment
- Good communication and interpersonal skills within a multidisciplinary team
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent experience
- Foundation Management course or equivalent experience
Experience
Essential
- Previous experience of PAS and Orsos
- Significant experience in Customer care setting
Skills
Essential
- Ability to work in challenging environment
- Good communication and interpersonal skills within a multidisciplinary team
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
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).
