Job summary
An exciting opportunity has arisen for an organised, enthusiastic and motivated individual to join us as our Administration Manager.
- Interview Date: 21 May 2025
- 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.
NO AGENCIES PLEASE
Main duties of the job
This role will provide a comprehensive, efficient and effective administration service to Women's services directorate.
Women's services is part of the Family Health Clinical Board and compromises the following services:
- Obstetrics
- Gynaecology
- Reproductive Medicine
- Neonatology
The role will compromise:
- Line management of administrative teams across the directorate
- Admin support to the Directorate Management team as required
- Human Resources Management- recruitment, appraisals, sickness etc
- Liaise with Team Leaders to ensure clinics/theatre sessions are covered when staff are on annual/study leave to maximise utilisation
- Deal with collation, analysis and presentation of data as requested
- Oversight of admin pathways and processes including Cancer referrals and long waiters to aid performance management
Communication, organisation and time management skills are essential to perform this role as well as negotiation and problem solving.
About us
Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:
Freeman Hospital Royal Victoria Infirmary (RVI) Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site) Newcastle Dental Hospital Newcastle Fertility Centre Northern Centre for Cancer Care, North Cumbria Northern Genetics Service Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under Documents to download or Supporting documents.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Job description
Job responsibilities
- To be responsible for the day to day management of an efficient, effective and comprehensive secretarial and administrative support to the Directorate.
- To lead, coordinate and manage the A&C team within budget constraints
- To manage A&C recruitment, induction, probation, appraisal, disciplinary, training and personal development.
- To ensure that the A&C function meets national and local targets including waiting time targets
- Responsible for data quality associated with the administrative function of the Directorate
- To manage the directorate medical records library to support patient care through the timely availability of patient case notes to all users.
- Responsible for A&C issues associated with all front of house / reception and areas
- To assist the Directorate Manager in the collection, collation and presentation of information pertaining to all aspects of the service.
- To manage the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency and realise cost improvement targets.
- To ensure that Trust and Directorate objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the A&C staff.
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
- To be responsible for the day to day management of an efficient, effective and comprehensive secretarial and administrative support to the Directorate.
- To lead, coordinate and manage the A&C team within budget constraints
- To manage A&C recruitment, induction, probation, appraisal, disciplinary, training and personal development.
- To ensure that the A&C function meets national and local targets including waiting time targets
- Responsible for data quality associated with the administrative function of the Directorate
- To manage the directorate medical records library to support patient care through the timely availability of patient case notes to all users.
- Responsible for A&C issues associated with all front of house / reception and areas
- To assist the Directorate Manager in the collection, collation and presentation of information pertaining to all aspects of the service.
- To manage the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency and realise cost improvement targets.
- To ensure that Trust and Directorate objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the A&C staff.
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
Knowledge
Essential
- Knowledge of human resource management and an appreciation of the necessity to gain knowledge of Trust HR policy and procedures.
- Knowledge and understanding of managing a Medical Records Department.
- Knowledge of the legal requirements relating to the retention of medical records.
- Knowledge of legal requirements relating to patient records including the Data Protection and Access to Health Records Act.
- Knowledge of relevant Trust IT e.g. eRecord, PAS, case note tracking systems etc.
- Knowledge of the NHS and Trust complaints procedures
- Knowledge of NHS National Policies and Initiatives including Department of Health Waiting Time targets
Desirable
- Knowledge of the Directorate
- Knowledge of medical terminology/ extensive previous experience as a senior medical secretary.
Skills
Essential
- Advanced IT skills to include Excel, Word, PowerPoint and Outlook.
- Excellent communication skills, able to converse fluently, logically and confidently with multi disciplinary personnel both internal and external to the Trust, and in difficult, sensitive and contentious situations.
Desirable
Experience
Essential
- Must possess significant previous experience ideally in the NHS at management or senior administrator/ secretary/ supervisor level
Qualifications
Essential
- Degree level education in a relevant subject or equivalent experience
- Educated to GCSE level including GCSE English Language Grade C or above or equivalent experience
- An IT qualification such as ECDL or Microsoft Office Specialist qualification (or equivalent experience)
Desirable
- A recognised management qualification at certificate level or a commitment to work towards this.
- RSA Level 3 or equivalent experience
Person Specification
Knowledge
Essential
- Knowledge of human resource management and an appreciation of the necessity to gain knowledge of Trust HR policy and procedures.
- Knowledge and understanding of managing a Medical Records Department.
- Knowledge of the legal requirements relating to the retention of medical records.
- Knowledge of legal requirements relating to patient records including the Data Protection and Access to Health Records Act.
- Knowledge of relevant Trust IT e.g. eRecord, PAS, case note tracking systems etc.
- Knowledge of the NHS and Trust complaints procedures
- Knowledge of NHS National Policies and Initiatives including Department of Health Waiting Time targets
Desirable
- Knowledge of the Directorate
- Knowledge of medical terminology/ extensive previous experience as a senior medical secretary.
Skills
Essential
- Advanced IT skills to include Excel, Word, PowerPoint and Outlook.
- Excellent communication skills, able to converse fluently, logically and confidently with multi disciplinary personnel both internal and external to the Trust, and in difficult, sensitive and contentious situations.
Desirable
Experience
Essential
- Must possess significant previous experience ideally in the NHS at management or senior administrator/ secretary/ supervisor level
Qualifications
Essential
- Degree level education in a relevant subject or equivalent experience
- Educated to GCSE level including GCSE English Language Grade C or above or equivalent experience
- An IT qualification such as ECDL or Microsoft Office Specialist qualification (or equivalent experience)
Desirable
- A recognised management qualification at certificate level or a commitment to work towards this.
- RSA Level 3 or equivalent experience
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).
