Job summary
- Main area
- Surgical Division
- Grade
- NHS AfC: Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 234-24-S0263
- Employer
- Norfolk and Norwich University Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Norfolk & Norwich University Hospital
- Town
- Norwich
- Salary
- £28,407 - £34,581 per annum
- Salary period
- Yearly
- Closing
- 08/05/2024 23:59
- Interview date
- 17/05/2024
Employer heading
Administration Manager
NHS AfC: Band 5
At NNUH it is our privilege to provide healthcare to over one million people across Norfolk and surrounding areas. Our vision is to ‘provide the best care for every patient’, and if this inspires you and you share our values, we really want you to join our team.
NNUH is currently the busiest Trauma Unit in the East of England caring for almost 850 trauma patients annually many with complex care needs. We are enhancing our urgent and emergency care specialist services for patients with significant injuries as a result of trauma and have an ambition to become a Major Trauma Centre.
Our values support our vision and guide the behaviour of everything we do, these are:
People-focused
We look after the needs of our patients, carers and colleagues, to provide a safe and caring experience for all.
Respect
We act with care, compassion and kindness and value others’ diverse needs.
Integrity
We take an honest, open and ethical approach to everything we do.
Dedication
We work as one team and support each other to maintain the highest professional standards.
Excellence
We continuously learn and improve to achieve the best outcomes for our patients and our hospital.
Wish you were here? So do we.
We want all our staff to achieve a balance between work and personal life and understand how important flexible working can be. We welcome applications on a full or part time basis, various shift patterns and hybrid working, where roles allow.
At the Norfolk and Norwich University Hospitals NHS Foundation Trust (NNUH), we know the benefits diversity can bring to our organisation such as creativity, innovation and compassion. All of which have a direct impact towards our staff and patient experience. We are committed to being a Hospital for All – being equitable and inclusive, and a place where all feel a sense of belonging. We therefore particularly encourage and welcome applications from candidates who are underrepresented in NNUH’s workforce. These include people from Black, Asian, and Minority Ethnic backgrounds, people with diverse abilities and people within the LGBT+ community.
Job overview
An opportunity has arisen to work within the management team of the General, Vascular, Thoracic & Breast Surgery Department. As the Administration Manager you would be an integral part of the team which is striving to make positive changes to how we approach trust objectives. You will work closely with the experienced administration team to achieve goals & will ensure teams feel included & given the opportunity to participate in things which affect their roles. The postholder will have a keen interest in effective people management & proven experience in positive change. The postholder will be required to be confident, have a relaxed & approachable personality & have an excellent track record of multi-tasking & organisation within a busy department.
As a staff member within the Surgical Division, you will be responsible for ensuring patient pathways from GP referrals through to a potential admission for a surgical procedure are monitored using the administration processes that make it all happen. You will help to adapt, change & continue to work on improvement so that every patient through the department has the best care. You will communicate well with senior colleagues, clinicians & your peers to ensure everyone is working well & helping each other achieve good outcomes for patients.
The department is seeking a friendly, hard-working & committed Administration Manager who will be an asset to the team & get involved in some exciting future development plans.
Main duties of the job
The post holder will be responsible for the line management of the administrative staff and for ensuring the smooth running and development of the directorate in relation to its administration functions. They will operate as part of a multi-disciplinary team, managing the administrative, clerical and secretarial needs of the directorate and ensuring, through careful monitoring of workloads that activity targets are met and that patient management is in line with the patient access policy. Other key tasks will include managing various projects from inception to implementation.
Flexibility according to workload demands is essential for this role.
Working for our organisation
Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!
The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.
We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity
We can offer you the full range of NHS benefits/discounts and in addition:
- Flexible working hours
- Fast Track Staff Physiotherapy Service
- Multi Faith prayer room
- Discounted gym memberships
- Excellent pension scheme and annual leave entitlement
- Wagestream - access up to 40% of your pay as you earn it
- Free Park & Ride service direct to NNUH site
- Free 24-hours confidential counselling support
- On-site Nursery
- On-site cafes offering staff discounts
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Detailed job description and main responsibilities
- Manage the day-to-day running of the directorate’s administrative needs and resolve any problematic issues that arise. This will include the authorising of annual leave and study leave along with the weekly rotas.
- Monitor staff workloads and allocate work according to staffing levels, making adjustments during periods of sickness or unexpected changes in workload.
- Manage administrative staff sickness in line with Trust HR policies, undertaking return to work interviews, stage 1 and stage 2 interviews. To liaise with Human Resources, where appropriate, in issues of sickness and phased returns to work. To provide the Operational Manager with sickness absence reports regularly
- Be responsible for the recruitment of secretarial staff, devising adverts and job descriptions, short-listing, interviewing and taking up references, chairing the interview panel and advising the Service Manager on the staff to be appointed.
- Undertake appraisals for the Secretaries and clerical support staff, formulating PDP plans, including the identification of training needs and providing opportunities for staff to undergo relevant training.
- Initiate and participate in the development of policies and procedures affecting the administration staff. Implement changes to practice/protocols and overcome conflicts/lack of knowledge.
- Act as the administrative lead on the department Clinical Governance Committee.
- Be responsible for day-case, inpatient and outpatient waiting lists in line with Patient Access Policies, procedures and targets set.
- Be the first point of contact for all forms of problems relating to the typing and booking of clinics and deal with complaints in the service, collating relevant information and issuing a response.
- Ensure that the appropriate arrangements are made to investigate and respond to all complaints about the department in conjunction with the Lead Nurse, Operational Manager and Service Director.
Please see the attached job description for full details.
Person specification
Qualifications
Essential criteria
- Management Diploma or equivalent.
Experience
Essential criteria
- Significant experience in a managerial role.
- Experience of audit and change management.
Desirable criteria
- Recent experience within an NHS environment.
Skills
Essential criteria
- Good analytical and problem solving skills.
- Effective communication skills.
Attitude, aptitude
Essential criteria
- Effective role model, demonstrating NNUH’s PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Mazen Jeha
- Job title
- Divisional Operations Manager
- Email address
- [email protected]
- Telephone number
- 01603 647007
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