Administration Lead - Audiology

Job overview

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.

Detailed job description and main 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