Administration Support Manager

Job overview

We are seeking a part time Administration Support Manager to lead and coordinate administrative services within the Directorate. Working closely with the Directorate Management Team, you will ensure effective day-to-day operations, support service delivery and help maintain high standards of patient care.

Key responsibilities include supervising the administrative management of junior medical staff, coordinating rotas and ensuring appropriate staffing cover is in place. You will line manage administrative staff, oversee annual leave and sickness absence processes, and ensure policies are applied consistently to maintain a safe and effective service.

You will support the delivery of performance targets, contribute to service improvement initiatives, manage resources effectively and help develop patient-focused pathways that enhance the patient experience.

The successful candidate will be an experienced administrator with strong organisational, leadership and communication skills, able to work independently, use initiative and manage competing priorities within a busy healthcare environment. Previous experience of staff management, rota coordination and operational administration is desirable.

Main duties of the job

Authorised signatory for travel and meeting expenses of staff within own area of responsibility.

Be responsible for dealing with and resolving issues relating to offices, administrative resources, staffing and workload.

Analyse business information and identify possible areas for service improvement.

Facilitate regular specialty meetings, chairing when appropriate, ensuring appropriate administration (i.e. minute taking and booking of room).

Maximise efficiency of clinical activity e.g. outpatient sessions, diagnostic clinics, hot clinics etc. co-ordinating with clinical colleagues and all relevant departments.

In discussion with clinical colleagues, maximise capacity to support delivery of NHS Wales Performance Framework targets.

Where additional hours needed, maximise use of additional duty hours before escalating to agency staff, working to capped rates as far as possible.

Work with the Directorate Management Team to resolve capacity issues, liaising with consultants and other departments.

Provide the day-to-day operational lead with regards to the ongoing delivery of NHS Wales Performance Framework and Local Authority Performance targets monitoring, reporting activity and waiting list information (capacity and demand) on a weekly basis, reviewing and validating data to ensure its accuracy.

Detailed job description and main responsibilities

This post is advertised as Welsh Desirable. Whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn’t ‘fluency’, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means being able to use Welsh in routine workplace situations, such as greeting customers, answering calls, responding to routine enquiries, providing information, arranging appointments and taking messages. Have a look at our ‘Croeso Candidate’ booklet below for more information. If you have these Welsh language skills, please apply.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Applicant requirements

Welsh language skills are desirable