Job summary
An opportunity has arisen to work within the management team of the General, Vascular, Thoracic & Breast Surgery Department. As the Administration Manager you would be an integral part of the team which is striving to make positive changes to how we approach trust objectives. You will work closely with the experienced administration team to achieve goals & will ensure teams feel included & given the opportunity to participate in things which affect their roles. The postholder will have a keen interest in effective people management & proven experience in positive change. The postholder will be required to be confident, have a relaxed & approachable personality & have an excellent track record of multi-tasking & organisation within a busy department.
As a staff member within the Surgical Division, you will be responsible for ensuring patient pathways from GP referrals through to a potential admission for a surgical procedure are monitored using the administration processes that make it all happen. You will help to adapt, change & continue to work on improvement so that every patient through the department has the best care. You will communicate well with senior colleagues, clinicians & your peers to ensure everyone is working well & helping each other achieve good outcomes for patients.
The department is seeking a friendly, hard-working & committed Administration Manager who will be an asset to the team & get involved in some exciting future development plans.
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.
Flexibility according to workload demands is essential for this role.
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 needs and resolve any problematic issues that arise. This will include the authorising of annual leave and study leave along with the weekly rotas.
- Monitor staff workloads and allocate work according to staffing levels, making adjustments 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 provide the Operational Manager with sickness absence reports regularly
- 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 for the Secretaries and clerical support staff, formulating PDP plans, including the identification of training needs and providing opportunities for staff to undergo relevant training.
- Initiate and participate in the development of policies and procedures affecting the administration staff. Implement changes to practice/protocols and overcome conflicts/lack of knowledge.
- Act as the administrative lead on the department Clinical Governance Committee.
- Be responsible for day-case, inpatient and outpatient waiting lists in line with Patient Access Policies, procedures and targets set.
- Be the first point of contact for all forms of problems relating to the typing and booking of clinics and deal with complaints in the service, collating relevant information and issuing a response.
- Ensure that the appropriate arrangements are made to investigate and respond to all complaints about the department in conjunction with the Lead Nurse, Operational Manager and Service Director.
Please see the attached job description for full details.
Job description
Job responsibilities
- Manage the day-to-day running of the directorates administrative needs and resolve any problematic issues that arise. This will include the authorising of annual leave and study leave along with the weekly rotas.
- Monitor staff workloads and allocate work according to staffing levels, making adjustments 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 provide the Operational Manager with sickness absence reports regularly
- 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 for the Secretaries and clerical support staff, formulating PDP plans, including the identification of training needs and providing opportunities for staff to undergo relevant training.
- Initiate and participate in the development of policies and procedures affecting the administration staff. Implement changes to practice/protocols and overcome conflicts/lack of knowledge.
- Act as the administrative lead on the department Clinical Governance Committee.
- Be responsible for day-case, inpatient and outpatient waiting lists in line with Patient Access Policies, procedures and targets set.
- Be the first point of contact for all forms of problems relating to the typing and booking of clinics and deal with complaints in the service, collating relevant information and issuing a response.
- Ensure that the appropriate arrangements are made to investigate and respond to all complaints about the department in conjunction with the Lead Nurse, Operational Manager and Service Director.
Please see the attached job description for full details.
Person Specification
Qualifications
Essential
- Management Diploma or equivalent.
Experience
Essential
- Significant experience in a managerial role.
- Experience of audit and change management.
Desirable
- Recent experience within an NHS environment.
Skills
Essential
- Good analytical and problem solving skills.
- Effective communication skills.
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
Person Specification
Qualifications
Essential
- Management Diploma or equivalent.
Experience
Essential
- Significant experience in a managerial role.
- Experience of audit and change management.
Desirable
- Recent experience within an NHS environment.
Skills
Essential
- Good analytical and problem solving skills.
- Effective communication skills.
Attitude, aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
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
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).
