Directorate Administration Manager

Employer heading

Directorate Administration Manager

Band 5

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.

We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job Overview

An exciting opportunity has arisen for an organised, enthusiastic and motivated individual to join us as our Administration Manager.

• Interview Date: 16 April 2025
• 37 hours 30 minutes/week
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
  
  

NO AGENCIES PLEASE

Main duties of the job

This role will provide a comprehensive, efficient and effective administration service to Women's services directorate.

Women's services is part of the Family Health Clinical Board and compromises the following services:

• Obstetrics
• Gynaecology
• Reproductive Medicine
• Neonatology
  
  

The Role Will Compromise

• Line management of administrative teams across the directorate
• Admin support to the Directorate Management team as required
• Human Resources Management– recruitment, appraisals, sickness etc
• Liaise with Team Leaders to ensure clinics/theatre sessions are covered when staff are on annual/study leave to maximise utilisation
• Deal with collation, analysis and presentation of data as requested
• Oversight of admin pathways and processes including Cancer referrals and long waiters to aid performance management
  
  

Communication, organisation and time management skills are essential to perform this role as well as negotiation and problem solving.

Working for our organisation

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
  
  

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed Job Description And Main Responsibilities

• To be responsible for the day to day management of an efficient, effective and comprehensive secretarial and administrative support to the Directorate.
• To lead, coordinate and manage the A&C team within budget constraints
• To manage A&C recruitment, induction, probation, appraisal, disciplinary, training and personal development.
• To ensure that the A&C function meets national and local targets including waiting time targets
• Responsible for data quality associated with the administrative function of the Directorate
• To manage the directorate medical records library to support patient care through the timely availability of patient case notes to all users.
• Responsible for A&C issues associated with all front of house / reception and areas
• To assist the Directorate Manager in the collection, collation and presentation of information pertaining to all aspects of the service.
• To manage the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency and realise cost improvement targets.
• To ensure that Trust and Directorate objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the A&C staff.
  
  

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Person specification

Knowledge

Essential criteria

• Knowledge of human resource management and an appreciation of the necessity to gain knowledge of Trust HR policy and procedures.
• Knowledge and understanding of managing a Medical Records Department.
• Knowledge of the legal requirements relating to the retention of medical records.
• Knowledge of legal requirements relating to patient records including the Data Protection and Access to Health Records Act.
• Knowledge of relevant Trust IT e.g. eRecord, PAS, case note tracking systems etc.
• Knowledge of the NHS and Trust complaints procedures
• Knowledge of NHS National Policies and Initiatives including Department of Health Waiting Time targets
  
  

Desirable criteria

• Knowledge of the Directorate
• Knowledge of medical terminology/ extensive previous experience as a senior medical secretary.
  
  

Skills

Essential criteria

• Advanced IT skills to include Excel, Word, PowerPoint and Outlook.
• Excellent communication skills, able to converse fluently, logically and confidently with multi disciplinary personnel both internal and external to the Trust, and in difficult, sensitive and contentious situations.
  
  

Desirable criteria

• Presentation skills
  
  

Experience

Essential criteria

• Must possess significant previous experience ideally in the NHS at management or senior administrator/ secretary/ supervisor level
  
  

Qualifications

Essential criteria

• Degree level education in a relevant subject or equivalent experience
• Educated to GCSE level including GCSE English Language Grade C or above or equivalent experience
• An IT qualification such as ECDL or Microsoft Office Specialist qualification (or equivalent experience)
  
  

Desirable criteria

• A recognised management qualification at certificate level or a commitment to work towards this.
• RSA Level 3 or equivalent experience
  
  

Important note on completion of reference section of Application Form

All references from current and previous employers will be sought and must cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.

Employer certification / accreditation badges

Documents to download

• JD&PS (PDF, 174.3KB)
• Newcastle Staff Benefits (PDF, 274.4KB)
• Behaviour and Civility Charter (PDF, 93.8KB)
  
  

Apply online now

Further details / informal visits contact

Name Keecia Bailey Job title Associate Director of Operations Email address keecia.bailey2@nhs.net Telephone number 0191 2820905 Additional information

PA Louise Harding (0191) 282 0905, Ext 20905