Administration Lead

Job overview

Are you organised, proactive and solutions-focused, with a passion for delivering an excellent administrative service? This is an exciting opportunity to play a central role in supporting the smooth and effective running of a busy department.

The postholder will coordinate day-to-day administrative activity, ensuring workloads are effectively managed, deadlines are met and operational challenges are resolved quickly. As a key point of contact, they will build strong relationships with colleagues, departmental leads and external stakeholders, providing a responsive and professional service.

Working across a range of disciplines, they will support ESR and recruitment processes, helping to ensure a smooth onboarding experience for new starters. They will also provide complex diary management and forward planning, particularly during periods of absence or increased workload, helping to maintain appropriate staffing levels and continuity of service.

They will coordinate departmental meetings and forums, support meeting preparation and use digital tools to track actions and progress. They will also help ensure the department maintains high standards and complies with relevant legal, regulatory and organisational requirements.

This is a varied and rewarding role for someone who is adaptable and takes initiative. If you are committed to delivering high-quality administrative support and thrive in a fast-paced, collaborative environment, we would love to hear from you.

Main duties of the job

To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work and consistently demonstrate NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence and demonstrate behaviours that support and encourage an inclusive culture.

• 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.
• 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.

Detailed job description and main responsibilities

Please view the attached job description for full details of the role, and use your supporting statement to confirm how you meet the essential and desirable criteria on the job specification.

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.