Administration Lead

Job summary

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.

About us

Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff!

The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.

We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity.

We can offer you the full range of NHS benefits/discounts and in addition:

• Flexible working hours
• Fast Track Staff Physiotherapy Service
• Multi Faith prayer room at NNUH Colney Lane site
• Discounted gym memberships
• Excellent pension scheme and annual leave entitlement
• Wagestream - access up to 40% of your pay as you earn it
• Free Park & Ride service direct to NNUH Colney Lane site
• Free 24-hours confidential counselling support
• On-site Nursery at NNUH Colney Lane
• On-site cafes offering staff discounts at NNUH Colney Lane
• Support in career development
• Flexible staff bank
• Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics

Job 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.

Person specification

Qualifications

Essential

• NVQ Level 3 in Administration or equivalent experience

Experience

Essential

• Previous experience in a similar administrative role, ideally within the NHS
• Experience in dealing with complaints and resolving operational issues

Skills

Essential

• Excellent communication skills, with the ability to liaise effectively with clinical staff, patients, and external partners
• Ability to work under pressure and manage competing priorities

Attitude and Aptitude

Essential

• Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence

Desirable

• Demonstrates understanding and commitment to Equality, Diversity, and Inclusion