Administration Manager & Site Co-Ordinator

Job summary

We are looking to recruit an Administration Manager to supervise the Administrative Team in the Minor Injury Unit (MIU) and Caterham Dene Ward at Caterham Dene Hospital. The role also includes assisting clinical managers with administrative support and being the site co-ordinator and liaison for Estates and Health and Safety.

The role will suit a highly motivated candidate looking for a varied role who is able to work with to high level of independence and be an excellent role model for the Administration Team.

This role is part time, working 30 hours per week.

Main duties of the job

• Provide line management support to the administration team
• Work with clinical managers to assist in the production of guidelines and policies
• Assist with the monitoring of standards e.g. benchmarking, audits and data monitoring
• Produce meeting reports and minutes
• Liaise with and support Estates and Health and Safety to ensure a safe working environment
• Ensure smooth process and consistency in managing invoices
• Participate in Audits and Quality Improvement projects
• Investigate complaints and incidents in line with organisational policies

About us

First Community is a staff-owned social enterprise, rated Good by the CQC, providing NHS community services across east Surrey and parts of West Sussex. We are looking for people who share our values: First-rate care, First-rate people, First-rate value.

Recognised as one of the country's leading community healthcare employers in the 2025 NHS Staff Survey, First Community offers a supportive workplace where everyone has a voice and opportunities to develop their full potential.

We offer: NHS terms and conditions, excellent training and development, flexible working, NHS pension, flexible retirement options, and a range of employee benefits.

If you need flexibility, please talk to us when you apply or at interview. We will consider all requests carefully and accommodate them where possible, depending on the role.

We welcome applications from people of all backgrounds, including Black, Asian and minority ethnic candidates, LGBTQ+ candidates, and candidates with disabilities. We are committed to fair recruitment, including the consideration of reasonable adjustments.

Sustainability is central to our work as we support the NHS Net Zero ambition.

To stay safe online, only use our website to find and apply for jobs, and only trust recruitment communications from our published contact details. Any job advert, recruitment communication or offer can be verified through the contact details on our website.

Job responsibilities

• Supervises administrative and Receptionists in the Minor Injury Unit (MIU) reception and Caterham Dene Hospital Ward (CDH), ensuring an efficient, high quality and effective administrative support service. This includes staff recruitment, appraisal and training and day to day line management and in addition, act as chair of quarterly administration staff meetings.
• To be an excellent role model for the administration team, always demonstrating First Community Health and Care values and behaviours. To ensure all Administration staff are suitably trained in the use of all appropriate clinical and non-clinical recording systems in order to meet the demands of Caterham Dene Hospital and MIU services.
• The post holder will proactively manage the flow of the work through the admin office to ensure the effective and efficient running of the CDH and MIU services, including assisting managers and deputies with administrative support.
• To identify new technologies and/or opportunities for staff deployment to improve the efficiency of workload management.
• To work with a high level of independence in their work to consistently deliver a client focused service, which promotes good customer service and effective working relationships. They will be responsible for responding to incoming communication and if necessary, resolving problems, seeking advice where necessary. They will be expected to use high levels of independent judgement and responsibility.
• To be the CDH facility site co-ordinator and liaison for Estates and Health and Safety for the site, within First Community.

When completing your application please refer to both the Application Guide and full Job Description & Person Specification - these can be found under supporting documents.

Person specification

Skills & Knowledge

Essential

• Excellent communication and interpersonal skills
• Excellent skills in change management
• Evidence of skills in dealing with challenging people and challenging situations
• Excellent problem solving skills
• Advanced IT skills (Microsoft Word, Excel, PowerPoint) to produce reports, spreadsheets and correspondence as required
• Evidence of literacy and numeracy skills
• Use of electronic clinical records systems

Desirable

• Knowledge of Medical Terminology and NHS IT systems.
• Knowledge of standing financial and NHS business instructions

Experience

Essential

• Experience of working in an administrative department
• Substantial experience in a managerial role
• Experience of the managing the recruitment and selection of staff, appraisals and sickness absence management.
• Experience of producing meeting reports and meeting minutes

Desirable

• Experience of working within a healthcare environment
• Health & Safety Experience
• Knowledge of standing financial and NHS business instructions

Qualifications

Essential

• Degree level qualification or equivalent

Desirable

• IOSH Qualification

Other Requirements

Essential

• Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.
• Excellent organisational skills
• Good team player
• Ability to work under pressure and to meet deadlines, and to change priorities as required.
• Commitment to continuing professional development
• Professional calm and efficient manner
• Demonstrate a strong desire to improve performance and make a difference by focusing on the goals of the team that you manage
• Exposure to verbal complaints. Exposure to highly confidential sensitive and contentious issues and situations.