Job summary
INTERNAL ONLY TO NORTH CUMBRIA INTEGRATED CARE NHS FOUNDATION TRUST (NCIC) EMPLOYEES ONLY
Admin Manager - Surgical Care Group - either WCH or CIC based, depending on successful candidate - 37.5 hours per week
We have an exciting opportunity for an Admin Manager to join our team to design, manage and coordinate all surgical admin teams across North Cumbria Integrated Care NHS Foundation Trust across multiple surgical specialities in consultation with consultants, nursing staff and managers.
If you would like to work in an area coordinating the delivery of high quality care and treatment to the population of North Cumbria - this could be an exciting role for you.
If you have a preference for full time or or part time hours please let us know in your supporting information.
The successful candidate will be operationally responsible for the management and leadership of administrative staff, ensuring the delivery of key performance objectives.
On a day to day basis, the successful candidate will be reactive, responsive and flex to the needs of the teams within the service and the administrative staff who work with them. The role involves a high degree of sensitivity and confidentiality, the utilisation of negotiation and communication skills, demonstration of empathy, understanding and compassion, and the ability to deal with any challenging situations that may arise.
Main duties of the job
This is a demanding and busy role and the successful candidate is required to be able to demonstrate the Trust values and standards of behaviour expected by the organisation and meet the responsibilities of the job description and person specification.
The role will report directly to the Surgical Care Group, providing day to day support to service delivery, operational clinical/service leads, managers and admin staff alike, communicating with staff at all levels, and representing the administrative service at meetings at senior management level on a regular basis.
The successful candidate will work collaboratively to design, manage and monitor the development of the admin service/function, ensuring processes are modernised to continuously improve quality, productivity and efficiency of clinical services. Alongside this, the role has budgetary responsibility to support the Care Group in the achievement of its financial, performance and operational objectives, ensuring workforce, accommodation and equipment resources are used effectively and efficiently throughout to help meet financial targets.
The post holder will be required to not only gain an understanding of each surgical service's needs, targets and stakeholders, but also how administrative staff can support clinical teams to provide service users with the outstanding care they deserve.
About us
At NCIC, we have an ambition to deliver outstanding hospital and health services to half a million people. Established on 1st October 2019, the Trust is creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout north Cumbria and beyond. We're responsible for delivering over 70 services across 15 main locations and we employ more than 6,500 members of staff.
Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time'.
- Being a clinically led organisation
- Quality and safety at the heart
- A positive patient experience every time
- A great place to work
- Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. There is an expectation for all staff to support this by familiarising yourself with the Trust's sustainability initiatives such as waste and recycling, going paperless, videoconferencing, sustainable transport and others.
We encourage you to think about what you can do as an individual and within your team to contribute in to embedding carbon reduction into the everyday running of our organisation.
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Job description
Job responsibilities
Please see attached Job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person Specification
Qualifications
Essential
- Advanced Diploma for Medical Secretaries or significant equivalent experience in an administrative post.
- IT qualification or equivalent experience
Desirable
Experience and knowledge
Essential
- Significant administrative experience and experience of line managing a team
- Sound knowledge of Microsoft Office Software
- Experience in training and appraising staff
Desirable
- Knowledge and experience of Digital Dictation and Voice Recognition package.
- Experience of managing medical rotas
- NHS Experience
- Knowledge of trust policy and process
Skills and abilities
Essential
- Excellent communication skills, both written and verbal.
- Ability to work under pressure
- Ability to Work alone or as part of a team.
- Ability to work to tight deadlines
- Good organisational skills Ability to prioritise and organise work load effectively
- Experience of change management.
- Ability to persuade and influence.
Personal attributes
Essential
- Reliable
- Ability to communicate at all levels
- Ability to display a high degree of interpersonal skills
- Adaptable and flexible
- Good telephone manner
- Self motivated
- Hard working, calm and clear headed.
- Excellent role model for junior staff.
Other
Essential
- Full UK driving licence with access to a car.
Person Specification
Qualifications
Essential
- Advanced Diploma for Medical Secretaries or significant equivalent experience in an administrative post.
- IT qualification or equivalent experience
Desirable
Experience and knowledge
Essential
- Significant administrative experience and experience of line managing a team
- Sound knowledge of Microsoft Office Software
- Experience in training and appraising staff
Desirable
- Knowledge and experience of Digital Dictation and Voice Recognition package.
- Experience of managing medical rotas
- NHS Experience
- Knowledge of trust policy and process
Skills and abilities
Essential
- Excellent communication skills, both written and verbal.
- Ability to work under pressure
- Ability to Work alone or as part of a team.
- Ability to work to tight deadlines
- Good organisational skills Ability to prioritise and organise work load effectively
- Experience of change management.
- Ability to persuade and influence.
Personal attributes
Essential
- Reliable
- Ability to communicate at all levels
- Ability to display a high degree of interpersonal skills
- Adaptable and flexible
- Good telephone manner
- Self motivated
- Hard working, calm and clear headed.
- Excellent role model for junior staff.
Other
Essential
- Full UK driving licence with access to a car.
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).
