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
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.
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.
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.
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
- 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.
- Support the management of ESRs and recruitment processes for the department, across identified leads and disciplines.
- Monitor and manage the administrative workload, adjusting staffing levels during sickness or increased workload, ensuring all duties are covered efficiently.
- Support the Administration Manager in maintaining accurate patient waiting lists and ensuring compliance with the Patient Access Policy, reducing the risk of breaches.
- Coordinate administrative tasks related to outpatient and inpatient clinics, ensuring that all activities are efficiently supported and scheduled.
- Provide core administrative support for the department, inclusive of administering identified departmental meetings and forums, utilising digital tool to record, track and hold oversight of actions as needed.
- Contribute to service development initiatives by supporting the implementation of new administrative procedures, policies, and processes aimed at improving operational efficiency.
- Assist in monitoring departmental budgets, tracking expenditures, and ensuring resources are used efficiently, including managing costs related to office supplies, overtime, and staff allowances.
- Communicate effectively with both internal and external stakeholders, acting as a point of contact for any administrative issues and providing timely resolutions.
- Ensure compliance with governance frameworks, including data protection, patient confidentiality, and health and safety standards, while conducting regular risk assessments.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4142 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
- 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.
- Support the management of ESRs and recruitment processes for the department, across identified leads and disciplines.
- Monitor and manage the administrative workload, adjusting staffing levels during sickness or increased workload, ensuring all duties are covered efficiently.
- Support the Administration Manager in maintaining accurate patient waiting lists and ensuring compliance with the Patient Access Policy, reducing the risk of breaches.
- Coordinate administrative tasks related to outpatient and inpatient clinics, ensuring that all activities are efficiently supported and scheduled.
- Provide core administrative support for the department, inclusive of administering identified departmental meetings and forums, utilising digital tool to record, track and hold oversight of actions as needed.
- Contribute to service development initiatives by supporting the implementation of new administrative procedures, policies, and processes aimed at improving operational efficiency.
- Assist in monitoring departmental budgets, tracking expenditures, and ensuring resources are used efficiently, including managing costs related to office supplies, overtime, and staff allowances.
- Communicate effectively with both internal and external stakeholders, acting as a point of contact for any administrative issues and providing timely resolutions.
- Ensure compliance with governance frameworks, including data protection, patient confidentiality, and health and safety standards, while conducting regular risk assessments.
Please refer to the Job Description for the full specification of responsibilities and requirements for this post.
Please note that this advertised position, which is part of occupation code 4142 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
- Good standard of education, with proficiency in Microsoft Office applications.
Skills
Essential
- Strong organisational and time management skills.
Desirable
- 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.
Experience
Essential
- Previous experience in a similar administrative role, ideally within the NHS
- Knowledge of patient access and waiting list management.
Person Specification
Qualifications
Essential
- Good standard of education, with proficiency in Microsoft Office applications.
Skills
Essential
- Strong organisational and time management skills.
Desirable
- 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.
Experience
Essential
- Previous experience in a similar administrative role, ideally within the NHS
- Knowledge of patient access and waiting list 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).
