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Norfolk and Norwich University Hospitals NHS Foundation Trust
About
The Norfolk and Norwich University Hospitals NHS Foundation Trust provides a full range of acute clinical services for a catchment area of up over 1 million people. Our vision is “to provide every patient with the care we want for those we love the most”, reflecting the utmost importance that we attach to the quality of care and experience that each and every one of our patients receives.
We provide specialist services in radiotherapy, neonatalogy, paediatrics, orthopaedics, plastic surgery, ophthalmology, rheumatology, medicine and surgery. Every year our 7,000 staff treat people from Norfolk, neighbouring counties and further afield. Our patients are referred to us by around 100 local GP surgeries and other acute hospitals and primary care Trusts around the country. We are involved in the teaching and training of a wide range of health professionals, in partnership with the University of East Anglia and other local education providers.
Administration Manager
Closed for applications on: 9-May-2024 11:12
Vacancy status: Closed
Closed for applications on: 9-May-2024 11:12
Key details
Location
- Site
- Norfolk & Norwich University Hospital
- Address
- Colney Lane
- Town
- Norwich
- Postcode
- NR4 7UY
- Major / Minor Region
- Norfolk
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
Salary
- Salary
- £28,407 - £34,581 per annum
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 5)
Specialty
- Main area
- Surgical Division
- Interview date
- 21/05/2024
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.
Advert
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.
The Job Description, which includes a Person Specification, provides a full outline of responsibilities and requirements for this role. Please use your supporting statement to demonstrate how you meet the person specification.
Travelling to work
Staff parking is available onsite; however, this is limited during core working hours. We have more capacity in the evening and at weekends and can usually provide spaces during those hours.
We look to allocate these spaces fairly. Our Travel Office have a set of criteria that staff must meet in order to qualify. If you qualify for a space, you may be placed on a waiting list if we are at full capacity.
The NNUH is served by a number of public buses, and we offer generously discounted monthly passes with First Bus & Konect.
The Costessey Park and Ride runs regularly each day from 06:30 (from P&R) to 20:45 (from NNUH) and this service is free for NHS staff. There is a regular Thickthorn P&R service as well which is free. Applications to the Travel Office are required for this service. We also have a discounted service from the airport P&R if you purchase a bundle. Please see Konect website for further details.
The NNUH host multiple bicycle racks and a salary sacrifice scheme. We also benefit from a Beryl station onsite.
If you work at another Trust site, please discuss travel and parking arrangements at interview.
DBS
If this post involves working with children or adults the application form will ask for information regarding previous convictions as you will be required to undertake a Criminal Record and Barring Check known as a DBS check.
If you are a new employee or registering with the Staff Bank you will need to meet the cost of this unless your salary is less than point 9 of Afc
NHS Service
Should you be appointed to the post we will need to establish any previous NHS service via the ESR IAT and we will accept the submission of your application as your agreement to this.
UK Registration
You will need to have current UK professional registration where this is a requirement of the role.
Application
Following candidate feedback and to reduce our dependency on paper, all our communication with you regarding your application will be by email so could you please check your e-mails (and Spam) regularly.
We value equality in our team and recruit from all sections of the community. We recognise there is a wealth of talent among people who have a disability and if you meet the minimum criteria detailed in the person specification and have a disability, you may wish to be considered under the Guaranteed Interview Scheme by indicating this in the relevant section on your application.
We look forward to receiving your application and if you do not hear within the next four weeks this will usually mean that you have not been short-listed. However, if you wish to confirm this please contact the person indicated on the advert.
Flexibility
Whilst every effort will be made to recruit to the post as it is advertised, there may be occasions where we consider alternative working patterns, such as part time working, or contract types, such as secondments, depending on circumstances. Should you wish to work in a different working pattern to that stated in our advertisement, please indicate this in the supporting statement to your application.
Useful Information
Make sure to follow us on Facebook and Twitter for regular updates about the exciting career opportunities available at NNUH - @NNUHjobs
Norfolk and Norwich University Hospitals NHS Foundation Trust Website
Video - Working at NNUH as a Registered Nurse
Video - Working at NNUH as a Health Care Assistant
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.
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
Further details / informal visits contact
- Name
- Mazen Jeha
- Job title
- Divisional Operations Manager
- Email address
- [email protected]
- Telephone number
- 01603 647007
No longer accepting applications
Sorry, this vacancy is no longer accepting applications.
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