Directorate Support Manager

University Hospitals Sussex NHS Foundation Trust (279)

The closing date is 04 May 2025

Job summary

We have an exciting opportunity to recruit a Directorate Support Manager,to manage the Directorate admin teams and our processes, to develop and deliver a full and comprehensive administrative service to our patients and our clinical/non-clinical teams. To act as first point of contact for the admin teams and our service users. To manage the workload of the admin teams to ensure the effective and efficient operation of the administrative service. To support the Operational Manager with the delivery of our outpatient services in line with performance targets.

NB: This is a cross site role working equally across all 3 sites.

Main duties of the job

Direct Line Management of our Band 4 Specialty Co-ordinators and to oversee their direct line management of our Band 3 and 2 Admin support staff (managing this where required and any bank admin staff). To include management of leave approval, rosters and all HR processes, acting as their first port of call.
Manage and support the Directorate Administration processes.
Manage the admin recruitment process from advertising to shortlisting, interviewing and appointing.
Actively support the Operational Manager in carrying out the Directorates validation to support delivery of the Trusts key performance targets.
Reviewing and supporting the Directorates waiting lists, clinics and capacity to ensure booked in turn, utilised and any capacity issues highlighted.
Liaising with multi-disciplinary teams in the resolution of PALs concerns.
Organise Directorate meetings and venues, preparing agendas and taking minutes.
Attend performance, Care Group and any clinical governance meetings where required
Deputise for Operational Manager where required.

About us

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First, as shown in ourOutstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it - because we know that to look after others we must first look after ourselves.As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.

Date posted

22 April 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

279-7102804-APR25

Job locations

Southlands

Old Shoreham Road

Shoreham by Sea

BN43 6TQ

Job description

Job responsibilities

Please see attached JD/PS for full details

Main duties;

Direct Line Management of our Band 4 Specialty Co-ordinators and to oversee their direct line management of our Band 3 and 2 Admin support staff (managing this where required and any bank admin staff). To include management of leave approval, rosters and all HR processes, acting as their first port of call.
Manage and support the Directorate Administration processes.
Manage the admin recruitment process from advertising to shortlisting, interviewing and appointing.
Actively support the Operational Manager in carrying out the Directorates validation to support delivery of the Trusts key performance targets.
Reviewing and supporting the Directorates waiting lists, clinics and capacity to ensure booked in turn, utilised and any capacity issues highlighted.
Liaising with multi-disciplinary teams in the resolution of PALs concerns.
Organise Directorate meetings and venues, preparing agendas and taking minutes.
Attend performance, Care Group and any clinical governance meetings where required
Deputise for Operational Manager where required

Job description

Job responsibilities

Please see attached JD/PS for full details

Main duties;

Direct Line Management of our Band 4 Specialty Co-ordinators and to oversee their direct line management of our Band 3 and 2 Admin support staff (managing this where required and any bank admin staff). To include management of leave approval, rosters and all HR processes, acting as their first port of call.
Manage and support the Directorate Administration processes.
Manage the admin recruitment process from advertising to shortlisting, interviewing and appointing.
Actively support the Operational Manager in carrying out the Directorates validation to support delivery of the Trusts key performance targets.
Reviewing and supporting the Directorates waiting lists, clinics and capacity to ensure booked in turn, utilised and any capacity issues highlighted.
Liaising with multi-disciplinary teams in the resolution of PALs concerns.
Organise Directorate meetings and venues, preparing agendas and taking minutes.
Attend performance, Care Group and any clinical governance meetings where required
Deputise for Operational Manager where required

Person Specification

GCSE or equivalent A-C or 4-9 including Maths and English

Essential

GCSE or equivalent A-C or 4-9 including Maths and English
Degree/Higher Level/Vocational or Business and Administration Qualification
Knowledge & Demonstrable experience of co-ordinating/supervising or managing staff and processes within the NHS
Knowledge & Experience of Medical Terminology
Ability to deal with difficult/conflicting situations
Experience of managing a complex and varied workload with conflicting targets

Desirable

Validation of patient pathways
Previous HR experience/managing informal/formal processes

Equality, Diversity, and Inclusion

Essential

Evidence of having championed diversity in previous roles
Evidence of having undertaken own development to improve understanding of equalities issues

Person Specification

GCSE or equivalent A-C or 4-9 including Maths and English

Essential

GCSE or equivalent A-C or 4-9 including Maths and English
Degree/Higher Level/Vocational or Business and Administration Qualification
Knowledge & Demonstrable experience of co-ordinating/supervising or managing staff and processes within the NHS
Knowledge & Experience of Medical Terminology
Ability to deal with difficult/conflicting situations
Experience of managing a complex and varied workload with conflicting targets

Desirable

Validation of patient pathways
Previous HR experience/managing informal/formal processes

Equality, Diversity, and Inclusion

Essential

Evidence of having championed diversity in previous roles
Evidence of having undertaken own development to improve understanding of equalities issues

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.