Job summary
The Respiratory Medicine Department has an excellent opportunity for an enthusiastic Admin Manager to join the team.
This post holder will be responsible for the management of an efficient, effective and comprehensive secretarial team across Respiratory Medicine that supports clinical and managerial staff. The post holder will support the Operational Manger in the management of cancer pathways.
The successful candidate will lead and manage a large secretarial, reception and cancer team across the department. Key responsibilities will be, providing support and leadership to the Deputy Admin Manager, ensuring HR policies are followed, key targets are met, representing the department when required and rolling out new initiatives / ways of working.
The post holder needs to be flexible, approachable, resilient and with proven managerial experience.
Main duties of the job
The post holder will be responsible for the line management of the administrative staff and for ensuring the smooth running and development of the directorate in relation to its administration functions. They will operate as part of a multi-disciplinary team, managing the administrative, clerical and secretarial needs of the directorate and ensuring, through careful monitoring of workloads that activity targets are met and that patient management is in line with the patient access policy. Other key tasks will include managing various projects from inception to implementation.
- Provide a full range of management activity for staff, e.g. recruitment, training, rosters and PDPs.
- Be responsible for essential support to a number of RTT and cancer target related areas.
- Investigate and answer any complaints that may arise for areas of responsibility
- Act as a Data Quality Lead for the specialty.
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
- Manage the day-to-day running of the Directorates administrative staff and resolving any issues that arise. This will include the authorising of annual leave and study leave.
- Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload.
- Manage administrative staff sickness in line with Trust HR policies, undertaking return to work interviews, stage 1 and stage 2 interviews. To liaise with human Resources, where appropriate, in issues of sickness and phased returns to work. To produce monthly sickness reports for the Service Manager.
- To be responsible for the recruitment of secretarial staff, devising adverts and job descriptions, short-listing, interviewing and taking up references, chairing the interview panel and advising the service manager on the staff to be appointed.
- Undertake appraisals on the secretaries and clerical support staff and formulating PDP plans, including the identification of training needs and to provide opportunities for staff to undergo relevant training.
- Undertake mandatory training on a regular basis, ensuring that the administrative staff also comply with the requirements for mandatory training and adhere to the Health and safety at Work act.
- Ensure that all Consultants are allocated secretarial support to cover their secretarial duties and ensure training is provided where appropriate.
- Ensure that all clinical sessions are allocated adequate clerical staff and ensure training is provided where appropriate.
- To produce the agenda, chair and transcribe the minutes of the monthly administration meetings including dissemination of the Trust Core Brief.
- Train new and bank administrative staff on the job and ensure that progress is monitored.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Job description
Job responsibilities
- Manage the day-to-day running of the Directorates administrative staff and resolving any issues that arise. This will include the authorising of annual leave and study leave.
- Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload.
- Manage administrative staff sickness in line with Trust HR policies, undertaking return to work interviews, stage 1 and stage 2 interviews. To liaise with human Resources, where appropriate, in issues of sickness and phased returns to work. To produce monthly sickness reports for the Service Manager.
- To be responsible for the recruitment of secretarial staff, devising adverts and job descriptions, short-listing, interviewing and taking up references, chairing the interview panel and advising the service manager on the staff to be appointed.
- Undertake appraisals on the secretaries and clerical support staff and formulating PDP plans, including the identification of training needs and to provide opportunities for staff to undergo relevant training.
- Undertake mandatory training on a regular basis, ensuring that the administrative staff also comply with the requirements for mandatory training and adhere to the Health and safety at Work act.
- Ensure that all Consultants are allocated secretarial support to cover their secretarial duties and ensure training is provided where appropriate.
- Ensure that all clinical sessions are allocated adequate clerical staff and ensure training is provided where appropriate.
- To produce the agenda, chair and transcribe the minutes of the monthly administration meetings including dissemination of the Trust Core Brief.
- Train new and bank administrative staff on the job and ensure that progress is monitored.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Person Specification
Qualifications
Essential
- Management Diploma or equivalent/Significant experience in a managerial role.
Experience
Essential
- Experience of managing and supervising groups of staff.
Desirable
- Recent experience within an NHS environment.
Skills
Essential
- Excellent organisational and time management skills.
- Able to work on own initiative.
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
- Management Diploma or equivalent/Significant experience in a managerial role.
Experience
Essential
- Experience of managing and supervising groups of staff.
Desirable
- Recent experience within an NHS environment.
Skills
Essential
- Excellent organisational and time management skills.
- Able to work on own initiative.
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).
