Job summary
An exciting development opportunity has arisen to appoint a Senior Administration Manager within Cardiothoracic Clinical Board on a fixed term 6 month basis.
We are looking to recruit an individual is patient focused, enthusiastic and hard working. This individual should have significant administration experience with a passion for improving processes and supporting staff to deliver high quality service to patients under our care. This role will oversee and support the existing office management team to strengthen the overall administrative functions throughout the directorate.
We welcome applications from those interested in service improvement, has an ability to motivate and support staff to achieve their full potential.
The successful candidate will be provided with a mentor and work closely with the wider management team.
- Interview date: 15 May 2024
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
The successful candidate will
- Support existing admin management team with day to day management of administrative staff overseeing and giving advice around absence management, workload and performance issues.
- Gain an overview of existing administrative workforce working with senior management to develop strategies for improvement and change if required
- Collate and analyse data with regards to activity of the service
- Lead on projects to review and improve current administrative pathways
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
Manage a comprehensive efficient and effective administration and clericalservice to the Clinical Boardo Design, implement and monitor departmental administration serviceimprovements.o Staff appointments.o Carry out staff Individual Performance Review and ProfessionalDevelopment Plano Training and development. To assist the Clinical Board Manager in the collection, collation and presentation ofinformation pertaining to all aspects of the service. To ensure that Trust and Clinical Board objectives, policies and directives arecommunicated and implemented in a timely and appropriate manner to theadministrative and clerical staff. Support the Clinical Board Manager with the complaints management process Oversee the site-based clinic provision across the Clinical Board, ensure sufficient reception cover is in place during operational times Lead on Administration Governance issues including risk management Other appropriate duties delegated by the Clinical Board Manager Contribute as a member of the Clinical Board/Department Management team.o Communicate with Senior Clinicians.o Contribute to the Business Planning process.o Represent secretarial staff at meetings as and when required
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
Manage a comprehensive efficient and effective administration and clericalservice to the Clinical Boardo Design, implement and monitor departmental administration serviceimprovements.o Staff appointments.o Carry out staff Individual Performance Review and ProfessionalDevelopment Plano Training and development. To assist the Clinical Board Manager in the collection, collation and presentation ofinformation pertaining to all aspects of the service. To ensure that Trust and Clinical Board objectives, policies and directives arecommunicated and implemented in a timely and appropriate manner to theadministrative and clerical staff. Support the Clinical Board Manager with the complaints management process Oversee the site-based clinic provision across the Clinical Board, ensure sufficient reception cover is in place during operational times Lead on Administration Governance issues including risk management Other appropriate duties delegated by the Clinical Board Manager Contribute as a member of the Clinical Board/Department Management team.o Communicate with Senior Clinicians.o Contribute to the Business Planning process.o Represent secretarial staff at meetings as and when required
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- Educated to degree level in a relevant discipline with further post graduate training or equivalent level experience.
Desirable
- Project management qualification
Knowledge & Experience
Essential
- Significant experience at senior administration/ secretary level.
- Significant experience in senior administration/secretarial management.
- Experience of leading on a project or working within a project team
- Must have recent experience managing staff and dealing with the public.
- To have experience of staff management and team building.
- Have detailed knowledge of reception and clerical procedures for managing administration and clerical staff
- Must have a knowledge of a wider range of NHS issues including national targets and finance issues
Desirable
- Previous management experience, preferably within the NHS o Leading or directing a team or department o To be able to lead in change management
- Knowledge of HR policy and procedure
- Knowledge of database and excel
- Evidence of continuing professional development
- Experience of managing complaints
Skills & Abilities
Essential
- Able to evaluate, analyse and interpret information from /financial and service performance returns and management reports, identifying ambiguous and conflicting problem areas and issues for consideration.
- Excellent communication, organisational, people management, time management, negotiating, decision making, problem solving and report writing skills
- Ability to work on own initiative but also as part of a team, ability to work under pressure
- IT Skills to include Microsoft Office software packages
- Be able to reschedule clinics and be able to alter slots to obtain maximum clinic utilisation.
- Advanced keyboard and word processing skills
Person Specification
Qualifications & Education
Essential
- Educated to degree level in a relevant discipline with further post graduate training or equivalent level experience.
Desirable
- Project management qualification
Knowledge & Experience
Essential
- Significant experience at senior administration/ secretary level.
- Significant experience in senior administration/secretarial management.
- Experience of leading on a project or working within a project team
- Must have recent experience managing staff and dealing with the public.
- To have experience of staff management and team building.
- Have detailed knowledge of reception and clerical procedures for managing administration and clerical staff
- Must have a knowledge of a wider range of NHS issues including national targets and finance issues
Desirable
- Previous management experience, preferably within the NHS o Leading or directing a team or department o To be able to lead in change management
- Knowledge of HR policy and procedure
- Knowledge of database and excel
- Evidence of continuing professional development
- Experience of managing complaints
Skills & Abilities
Essential
- Able to evaluate, analyse and interpret information from /financial and service performance returns and management reports, identifying ambiguous and conflicting problem areas and issues for consideration.
- Excellent communication, organisational, people management, time management, negotiating, decision making, problem solving and report writing skills
- Ability to work on own initiative but also as part of a team, ability to work under pressure
- IT Skills to include Microsoft Office software packages
- Be able to reschedule clinics and be able to alter slots to obtain maximum clinic utilisation.
- Advanced keyboard and word processing skills
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).
