Job summary
UHNM is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a graduate visa, you are welcome to apply for this role however it is important to note that UHNM will be unable to offer sponsorship at the end of your graduate visa, you must also have at least six months until your graduate visa expires at the start of your employment for training and operational reasons. We are looking for a highly organised, motivated Administrative Manager to join our Estates, Facilities & PFI Division. This is a pivotal role supporting a busy, diverse operational environment, ensuring the smooth functioning of administrative, secretarial, payroll, contract and helpdesk activities across the directorate. This post is ideal for someone who thrives in a dynamic environment and enjoys leading people, improving systems, and ensuring high-quality operational standards.
Main duties of the job
The Administrative Manager plays a key role in delivering a comprehensive administrative and secretarial service to the Estates, Facilities & PFI (EFP) Division. You will lead and supervise the administrative and secretarial team, ensuring the provision of an effective Monday-Friday office service.
The post holder will manage day-to-day operational administration including:
- Oversight of Purchase Orders, invoices, transport, linen, car parking, helpdesk, and residencies administration.
- Monthly EASY/ESR and payroll submissions for all EFP staff, ensuring accuracy and timeliness.
- Supporting the Estates Helpdesk, rota coordination, contractor management, and administration for the Capital Programme Team.
- Maintaining and improving office systems, ensuring high standards of organisation and compliance.
You will provide essential support to senior managers, including preparing reports, minutes, investigation documentation, data returns (HR/Finance), and liaising with a wide range of internal and external stakeholders.
This role requires excellent communication skills, strong IT capability, proven supervisory experience, and the ability to prioritise and manage complex workloads.
By joining our team, you will play an important part in supporting safe, efficient and high-quality services across Estates, Facilities & PFI, helping us maintain our commitment to delivering the best joined-up care for all.
About us
University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.
All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential.
UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.
At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.
Job description
Job responsibilities
To provide a comprehensive administrative, clerical and secretarial support service to the Estates, Facilities & PFI Services including Facilities, Estates, PFI contract performance management and other services remaining within Estates, Facilities & PFI Services as required.
To manage and supervise the secretarial and administrative staff within the Office providing a full office service from Monday Friday during the core office hours as the service needs require.
To develop office systems ensuring effective administration and organisation of the office and its resources is maintained.
To assist and support the Divisional Management Team in delivering the operational services and functions within its remit.
To liaise with other stakeholders, i.e. Estates contractors, suppliers, training agencies, patient representative, nursing, and other Divisional and Trust departments to ensure the effective running of the service. To include these into audit data, documentation and benchmarking standards as necessary.
To provide support for Divisional and departmental meetings, including minute taking, note taking during Investigation interviews, preparation of Investigation Reports and production and circulation of relevant documentation. To chair meetings on an ad hoc basis for auditors and others involved in the process.
To provide monthly returns to Finance and HR for staffing for the Estates, Facilities & PFI Services including sickness absence, training, payroll and other information as required
To establish and maintain accurate computerised and manual data and filing systems.
To ensure the operational services within Estates, Facilities & PFI Services operate effectively and efficiently within guidelines and legislative boundaries
To manage and escalate issues which could impact on the timely and accurate delivery of Corporate Services operational services to the Trust.
To ensure appropriate managerial and administrative cross cover is always provided in the above areas as per the needs of the service.
To take appropriate action when there are persistent quality problems andpromotes the value of quality approaches to others.
Identify and evaluate areas for potential service improvement.
To have a knowledge of a range of IT procedures and secretarial skills.
To have a range of knowledge of Trust Policies and management procedures and be willing to update these as necessary.
General management skills to NVQ level 4.
Job description
Job responsibilities
To provide a comprehensive administrative, clerical and secretarial support service to the Estates, Facilities & PFI Services including Facilities, Estates, PFI contract performance management and other services remaining within Estates, Facilities & PFI Services as required.
To manage and supervise the secretarial and administrative staff within the Office providing a full office service from Monday Friday during the core office hours as the service needs require.
To develop office systems ensuring effective administration and organisation of the office and its resources is maintained.
To assist and support the Divisional Management Team in delivering the operational services and functions within its remit.
To liaise with other stakeholders, i.e. Estates contractors, suppliers, training agencies, patient representative, nursing, and other Divisional and Trust departments to ensure the effective running of the service. To include these into audit data, documentation and benchmarking standards as necessary.
To provide support for Divisional and departmental meetings, including minute taking, note taking during Investigation interviews, preparation of Investigation Reports and production and circulation of relevant documentation. To chair meetings on an ad hoc basis for auditors and others involved in the process.
To provide monthly returns to Finance and HR for staffing for the Estates, Facilities & PFI Services including sickness absence, training, payroll and other information as required
To establish and maintain accurate computerised and manual data and filing systems.
To ensure the operational services within Estates, Facilities & PFI Services operate effectively and efficiently within guidelines and legislative boundaries
To manage and escalate issues which could impact on the timely and accurate delivery of Corporate Services operational services to the Trust.
To ensure appropriate managerial and administrative cross cover is always provided in the above areas as per the needs of the service.
To take appropriate action when there are persistent quality problems andpromotes the value of quality approaches to others.
Identify and evaluate areas for potential service improvement.
To have a knowledge of a range of IT procedures and secretarial skills.
To have a range of knowledge of Trust Policies and management procedures and be willing to update these as necessary.
General management skills to NVQ level 4.
Person Specification
Qualifications
Essential
- GCSE Grade c / Level 4 Maths / English
- Typing / word processing qualification to RSA III or equivalent
- NVQ Level 4 or equivalent supervisory Management
Knowledge
Essential
- Experience of MS Word/Excel/Outlook/Internet
- Experience of supervising staff within a busy office environment
- Experience of minute taking within the last 12 months
- Experience of diary/meeting management
Person Specification
Qualifications
Essential
- GCSE Grade c / Level 4 Maths / English
- Typing / word processing qualification to RSA III or equivalent
- NVQ Level 4 or equivalent supervisory Management
Knowledge
Essential
- Experience of MS Word/Excel/Outlook/Internet
- Experience of supervising staff within a busy office environment
- Experience of minute taking within the last 12 months
- Experience of diary/meeting management
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
University Hospital of North Midlands NHS Trust
Address
Royal Stoke University Hospital
Thornburrow Drive
Stoke-on-Trent
ST4 7QB
Employer's website
https://www.uhnm.nhs.uk (Opens in a new tab)
