Administration Team Leader - Urology

Job overview

This is an exciting opportunity for a conscientious, enthusiastic, highly motivated, and organised individual to join the Urology department. Urology is a busy an innovative speciality, which treats problems of the urinary system and the genitourinary tract. The Urology department is recruiting a 30-hour Admin Team Leader to join an expanding team, working alongside both medical and nursing teams.

Under the supervision of the Administration Lead, the role involves supporting medical and nursing staff to ensure the smooth running of outpatient services. The post holder may be asked to support with greeting and assisting patients, relatives, and visitors, and respond to enquiries from the public and healthcare professionals. This includes managing telephone and face-to-face communication with patients, GPs, social services, and other staff.

The successful candidate will demonstrate a structured and methodical approach to their work, with excellent organisational skills and a flexible attitude aligned with the Trust’s PRIDE values. Strong communication skills are essential, as the role requires the ability to work both collaboratively within a team and independently.

Main duties of the job

The post holder will provide administrative support to the Norfolk Physiology and General Surgical Outpatient reception teams, as well as the Urology secretarial teams. Key responsibilities include coordinating outpatient appointments and outcomes, supporting the validation of patient pathways, and delivering comprehensive secretarial support. This will involve accurately transcribing correspondence from audio or digital dictation, using appropriate medical terminology.

In addition, the post holder will assist Booking Coordinators in managing outpatient waiting lists. This includes advising on patient prioritisation based on clinical need and appointment availability and seeking guidance from colleagues when required.

You will contribute to the ongoing development and improvement of departmental services. Responsibilities include reviewing and investigating waiting list reports, ensuring patient records on the Patient Administration System (PAS) are accurate and up to date, and providing feedback to the Administration Manager and relevant teams to support effective pathway validation. You will be expected to promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.

Detailed job description and main responsibilities

The post holder must handle patient information with strict confidentiality, adhering to Caldicott principles and the Data Protection Act. Duties include accurate data entry and retrieval of patient information using systems such as PAS, RIS, ICE, and other departmental software.

This role includes a wide range of administrative duties utilising Trust systems to record and maintain patient records, and as such, good IT skills in addition to a willingness and commitment to learn multiple Trust IT systems are necessary.

The role also requires providing flexible cover for colleagues to ensure the department operates efficiently and continues to meet service demands.

All aspects of this role should be carried out in line with Trust Policies and Procedures on data collection and confidentiality. Confidentiality in all matters is of the utmost importance.

The successful candidate will also be expected to support the delivery of a high quality, safe and compassionate healthcare service, as all staff are expected to act as a role model to others in all aspects of their work while consistently demonstrating NNUH’s ‘PRIDE’ values of People focused, Respect, Integrity, Dedication and Excellence.

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.

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.