Employer: The Newcastle upon Tyne Hospitals NHS Foundation Trust
Employer type: NHS
Site: Royal Victoria Infirmary
Salary: £29,970 - £36,483 per annum
Salary period: Yearly
Closing: 22/12/2024 23:59
Interview date: 14/01/2025
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 disorders. 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 of providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce that reflects the communities we serve, equipped to deliver the best service to our patients. We welcome all applications irrespective of race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity, and particularly 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
We are excited to advertise these newly created additional posts within The Newcastle Eye Centre administration structure. The postholders will work alongside other Admin Manager/Clinic Coordinators within the department to ensure the safe administrative management of all patients within our service.
We are looking for candidates with significant experience across a range of processes including management/supervision of staff, allocation of work/resource, creation of standard operating procedures, and training plans. The candidates appointed to the two vacancies will complete a team of three who, although having individual responsibilities, will be trained and expected to cover in the absence of colleagues.
These posts offer exciting opportunities for experienced administrators with previous involvement in staff supervision/management who are looking to further develop their knowledge and skills.
37 hours 30 minutes/week
Main duties of the job
Day-to-day management of admin staff within allocated areas of responsibility, ensuring all staff are trained to a high level and kept up to date with process changes.
Completion of human resources related tasks including recruitment, staff appraisals, and sickness absence reviews.
Assist with the creation of Standard Operating Procedures for all defined tasks.
Attendance at meetings and training appropriate to areas of responsibility and communicating feedback from these to the wider team.
Working alongside the other Admin Managers/Clinic Coordinators within the service to ensure work processes are linked together so the service runs efficiently.
Detailed job description and main responsibilities
Provide a comprehensive, efficient, and effective administration/secretarial service to the Directorate/Department. The post holder will also:
* Provide admin support to the Clinical Director
* Line-manage ophthalmology administration team
* Compile consultant and junior doctor timetables and arrange consultant on-call rotas.
* Ensure that eye casualty is fully staffed at all times by covering doctors’ sick leave
* Ensure theatre sessions are covered when staff are on annual/study leave to ensure maximum utilisation.
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 ensure that you can work in a way that is best for us, our patients, and for you. Speak to us about how we might accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications & Education
* Good standard of English language at GCSE 4 or above
* RSA3 secretarial qualification or equivalent
* ECDL
Knowledge & Experience
* Shorthand
* In-depth knowledge of admin procedures
* An expertise in medical terminology
* Understanding of the NHS including recent reforms
* Networking with other organisations, inside and outside the NHS
Skills & Abilities
* Communication, organisation, and time management skills
* Negotiation and problem-solving skills
* Ability to prioritise workload effectively
* High standard of word processing skills
* Ability to produce a high level of accuracy, presentation of information, and attention to detail
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 of employment. Therefore, when completing the reference section of your application form, please provide the address, telephone number, and work email address of each of your current/previous line managers that cover 3 years of employment. Failure to complete this section may result in your application not being processed.
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
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and will require a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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