Job summary
Are you a dynamic and experienced Administrator with a passion for operational excellence in healthcare administration? We are looking for a motivated and proactive Administration Lead to join our Care Group Leadership Team at Norfolk and Norwich University Hospital (NNUH).
The Administration Lead will provide essential senior administrative support to their department(s) and provide key support to the Administration Manager with overseeing the day-to-day management of administrative and clerical functions.The role requires a dynamic and highly organised individual who can manage complex and confidential information, support governance processes, and foster effective communication between senior leaders, internal, and external stakeholders.
This role is crucial to ensuring the smooth operation of the department, managing administrative staff, meeting key performance targets, and maintaining the quality-of-service delivery. They will provide direct clinical support to identified stakeholders, and be a core member of the administrative support team for the Service Triumvirate - this will include administrating meetings, supporting with management and oversight of ESRs and recruitment for all disciplines within the department
The post holder will also play a vital role in the development and implementation of policies, handling staffing issues, and supporting various projects aimed at improving operational efficiency.
Main duties of the job
The postholder will play a pivotal role in supporting the day-to-day operations of the administrative team, ensuring tasks are effectively delegated, deadlines are met, and any staffing or operational challenges are swiftly resolved. They will assist in managing ESRs and recruitment processes across various departmental leads and disciplines, contributing to a smooth and efficient onboarding experience. A key aspect of the role involves providing core administrative support, including the organisation of departmental meetings and forums, with oversight of actions using digital tools to ensure accountability and progress tracking.
Acting as a central point of contact for administrative matters, the postholder will communicate professionally with internal and external stakeholders, resolving issues promptly and maintaining strong working relationships. They will be responsible for complex diary management and planning, particularly during periods of absence or increased workload, ensuring adequate staffing levels are maintained. The role also includes supporting preparations for key departmental meetings and ensuring the department adheres to quality standards and complies with all legal and regulatory requirements. This is a dynamic and varied role requiring initiative, adaptability, and a commitment to excellence in administrative service delivery.
About us
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 at NNUH Colney Lane site
- 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 Colney Lane site
- Free 24-hours confidential counselling support
- On-site Nursery at NNUH Colney Lane
- On-site cafes offering staff discounts at NNUH Colney Lane
- Support in career development
- Flexible staff bank
- Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics
Job description
Job responsibilities
1. Assist in the day-to-day management of the administrative team, ensuring tasks are efficiently distributed and deadlines are met, while resolving any staffing issues or operational challenges.
2. Provide day-to-day administrative support to the Department, ensuring the smooth running of leadership operations.
3. Oversee the daily operations of the administrative team, ensuring tasks are allocated efficiently and deadlines are met.
4. Provide core administration for the Departmental structure, inclusive of administration of meetings, diary management and support for oversight and management of ESRs for the multi-disciplinary leadership team.
5. Support the Administration Manager in the development and implementation of new administrative policies and procedures.
6. Ensure all administrative activities comply with relevant governance frameworks, including patient confidentiality and data protection.
7. Assist in managing the departments non-pay budget, ensuring resources are used efficiently and in line with financial guidelines.
8. Act in ways that support equality and diversity and recognises the importance of peoples rights in accordance with legislation, policies, procedures and good practice.
Please note that this advertised position, which is part of occupation code 4111 does not meet the UKVI eligibility requirements for a Skilled Worker Visa. The Trust would not be able to issue a Certificate of Sponsorship for this role.
Job description
Job responsibilities
1. Assist in the day-to-day management of the administrative team, ensuring tasks are efficiently distributed and deadlines are met, while resolving any staffing issues or operational challenges.
2. Provide day-to-day administrative support to the Department, ensuring the smooth running of leadership operations.
3. Oversee the daily operations of the administrative team, ensuring tasks are allocated efficiently and deadlines are met.
4. Provide core administration for the Departmental structure, inclusive of administration of meetings, diary management and support for oversight and management of ESRs for the multi-disciplinary leadership team.
5. Support the Administration Manager in the development and implementation of new administrative policies and procedures.
6. Ensure all administrative activities comply with relevant governance frameworks, including patient confidentiality and data protection.
7. Assist in managing the departments non-pay budget, ensuring resources are used efficiently and in line with financial guidelines.
8. Act in ways that support equality and diversity and recognises the importance of peoples rights in accordance with legislation, policies, procedures and good practice.
Please note that this advertised position, which is part of occupation code 4111 does not meet the UKVI eligibility requirements for a Skilled Worker Visa. The Trust would not be able to issue a Certificate of Sponsorship for this role.
Person Specification
Qualifications
Essential
- NVQ Level 3 in Administration or equivalent experience
Experience
Essential
- Previous experience in a similar administrative role, ideally within the NHS
- Experience in dealing with complaints and resolving operational issues
Skills
Essential
- Excellent communication skills, with the ability to liaise effectively with clinical staff, patients, and external partners
- Ability to work under pressure and manage competing priorities
Attitude and Aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity, and Inclusion.
Person Specification
Qualifications
Essential
- NVQ Level 3 in Administration or equivalent experience
Experience
Essential
- Previous experience in a similar administrative role, ideally within the NHS
- Experience in dealing with complaints and resolving operational issues
Skills
Essential
- Excellent communication skills, with the ability to liaise effectively with clinical staff, patients, and external partners
- Ability to work under pressure and manage competing priorities
Attitude and Aptitude
Essential
- Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
- Demonstrates understanding and commitment to Equality, Diversity, and Inclusion.
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).
