Job summary
Are you an organised, proactive individual with an interest in supporting clinical teams in a dynamic healthcare environment?
Join our perioperative team at Queen Victoria Hospital as aDeputy Perioperative Administration Team Leader. This is a pivotal role where you'll help ensure the smooth running of theatre operations, support anaesthetic services, and contribute to the delivery of high-quality patient care.
If you're looking for a role that combines administrative expertise with meaningful impact, we'd love to hear from you.
Main duties of the job
As the Deputy Perioperative Administration Team Leader, you will:
- Provide clerical and reception support across the perioperative department.
- Manage and maintain accurate staff rosters and timesheets using HealthRoster.
- Support the Anaesthetic Clinical Lead and Consultant Anaesthetists with secretarial duties, including transcription of clinic letters.
- Coordinate staffing rotas and ensure reception areas are adequately covered.
- Deputise for the Perioperative Administration Team Leader during absences, including attending scheduling meetings and updating rotas.
- Assist with junior doctor inductions and maintain departmental filing systems.
- Liaise with internal and external stakeholders to ensure efficient communication and service delivery.
We're looking for someone with excellent organisational skills, attention to detail, and the ability to work collaboratively in a fast-paced clinical setting.
About us
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Job description
Job responsibilities
In this role, you will:
- Input and manage perioperative department timesheets, ensuring timely submission to payroll.
- Create and maintain staff rosters, ensuring coverage and skill mix requirements.
- Record and manage staff absences, including annual leave and sickness.
- Prepare allocation rotas and staffing demand spreadsheets.
- Support anaesthetic services by updating rotas, attending meetings, and transcribing clinic letters.
- Assist with junior doctor inductions, including logistics and documentation.
- Maintain departmental supplies and filing systems.
- Provide reception services and handle telephone enquiries professionally.
- Ensure accurate data entry into relevant systems (e.g., Anaesthetic Record, G2, Patient Centre).
- Support departmental meetings by preparing agendas, taking minutes, and distributing documentation.
- Report facility issues and support the maintenance of a safe and efficient working environment.
Youll work closely with a range of internal colleagues including the Perioperative Administration Team Leader, Anaesthetic Clinical Lead, Theatre Managers, and Consultant Anaesthetists, as well as external service users and transport services.
Job description
Job responsibilities
In this role, you will:
- Input and manage perioperative department timesheets, ensuring timely submission to payroll.
- Create and maintain staff rosters, ensuring coverage and skill mix requirements.
- Record and manage staff absences, including annual leave and sickness.
- Prepare allocation rotas and staffing demand spreadsheets.
- Support anaesthetic services by updating rotas, attending meetings, and transcribing clinic letters.
- Assist with junior doctor inductions, including logistics and documentation.
- Maintain departmental supplies and filing systems.
- Provide reception services and handle telephone enquiries professionally.
- Ensure accurate data entry into relevant systems (e.g., Anaesthetic Record, G2, Patient Centre).
- Support departmental meetings by preparing agendas, taking minutes, and distributing documentation.
- Report facility issues and support the maintenance of a safe and efficient working environment.
Youll work closely with a range of internal colleagues including the Perioperative Administration Team Leader, Anaesthetic Clinical Lead, Theatre Managers, and Consultant Anaesthetists, as well as external service users and transport services.
Person Specification
Qualifications
Essential
- oSecondary Education to include GCSE English and Maths or equivalent oNVQ Level 3 or able to demonstrate knowledge within this field through practical experience
Desirable
- oSecretarial or administration qualification
Experience
Essential
- oExcellent Word Processing/Excel spreadsheet skills oConfident telephone manner oProven ability to work on own initiative oPrevious experience in secretarial/administration post oTeam working oAble to prioritise
Desirable
- oKnowledge of NHS services oPrevious role in Healthcare, familiar with services and IT systems
Knowledge
Essential
- oKnowledge of General Data Protection Regulations (GDPR)
Desirable
- oPAS (Patient Administration System) oKnowledge and application of ORSOS Theatre Admistration system oAllocate HealthRoster system
Person Specification
Qualifications
Essential
- oSecondary Education to include GCSE English and Maths or equivalent oNVQ Level 3 or able to demonstrate knowledge within this field through practical experience
Desirable
- oSecretarial or administration qualification
Experience
Essential
- oExcellent Word Processing/Excel spreadsheet skills oConfident telephone manner oProven ability to work on own initiative oPrevious experience in secretarial/administration post oTeam working oAble to prioritise
Desirable
- oKnowledge of NHS services oPrevious role in Healthcare, familiar with services and IT systems
Knowledge
Essential
- oKnowledge of General Data Protection Regulations (GDPR)
Desirable
- oPAS (Patient Administration System) oKnowledge and application of ORSOS Theatre Admistration system oAllocate HealthRoster system
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
Queen Victoria Hospital NHS Foundation Trust
Address
Queen Victoria Hospital
Holtye Road
East Grinstead, West Sussex
RH19 3DZ
Employer's website
https://www.qvh.nhs.uk/ (Opens in a new tab)
