Deputy Perioperative Administration Team Leader
NHS AfC: Band 3
Main area Deputy Perioperative Administration Team Leader. Grade NHS AfC: Band 3 Contract Permanent Hours Full time - 37.5 hours per week Job ref 276-7561073-AC
Site Queen Victoria Hospital Town East Grinstead, West Sussex Salary £24,937 - £26,598 Per annum Salary period Yearly Closing 17/11/2025 23:59
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.
In addition to receiving tertiary referrals from across the South East of England, we have a network of ‘spoke’ sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to patients’ homes as is possible. With the recent addition of video led ‘virtual’ consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.
Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients’ lives.
We also offer attractive benefits such as
* tailored personal development to support career aspirations, including accredited clinical and management development programmes
* flexible working arrangements for a work-life balance that suits you and your needs
* a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes
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Sustainability
At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation’s carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.
Are you an organised, proactive individual with an interest in supporting clinical teams in a dynamic healthcare environment?
Join our perioperative team at Queen Victoria Hospital as aDeputy Perioperative Administration Team Leader. This is a pivotal role where you’ll help ensure the smooth running of theatre operations, support anaesthetic services, and contribute to the delivery of high-quality patient care.
If you're looking for a role that combines administrative expertise with meaningful impact, we’d love to hear from you.
Main duties of the job
As the Deputy Perioperative Administration Team Leader, you will:
* Provide clerical and reception support across the perioperative department.
* Manage and maintain accurate staff rosters and timesheets using HealthRoster.
* Support the Anaesthetic Clinical Lead and Consultant Anaesthetists with secretarial duties, including transcription of clinic letters.
* Coordinate staffing rotas and ensure reception areas are adequately covered.
* Deputise for the Perioperative Administration Team Leader during absences, including attending scheduling meetings and updating rotas.
* Assist with junior doctor inductions and maintain departmental filing systems.
* Liaise with internal and external stakeholders to ensure efficient communication and service delivery.
We’re looking for someone with excellent organisational skills, attention to detail, and the ability to work collaboratively in a fast-paced clinical setting.
Working for our organisation
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise. Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services. Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Detailed job description and main responsibilities
In this role, you will:
* Input and manage perioperative department timesheets, ensuring timely submission to payroll.
* Create and maintain staff rosters, ensuring coverage and skill mix requirements.
* Record and manage staff absences, including annual leave and sickness.
* Prepare allocation rotas and staffing demand spreadsheets.
* Support anaesthetic services by updating rotas, attending meetings, and transcribing clinic letters.
* Assist with junior doctor inductions, including logistics and documentation.
* Maintain departmental supplies and filing systems.
* Provide reception services and handle telephone enquiries professionally.
* Ensure accurate data entry into relevant systems (e.g., Anaesthetic Record, G2, Patient Centre).
* Support departmental meetings by preparing agendas, taking minutes, and distributing documentation.
* Report facility issues and support the maintenance of a safe and efficient working environment.
You’ll work closely with a range of internal colleagues including the Perioperative Administration Team Leader, Anaesthetic Clinical Lead, Theatre Managers, and Consultant Anaesthetists, as well as external service users and transport services.
Person specification
Qualifications
* • Secondary Education to include GCSE English and Maths or equivalent • NVQ Level 3 or able to demonstrate knowledge within this field through practical experience
Experience
* • Excellent Word Processing/Excel spreadsheet skills • Confident telephone manner • Proven ability to work on own initiative • Previous experience in secretarial/administration post • Team working • Able to prioritise
* • Knowledge of NHS services • Previous role in Healthcare, familiar with services and IT systems
Knowledge
* • Knowledge of General Data Protection Regulations (GDPR)
* • PAS (Patient Administration System) • Knowledge and application of ORSOS Theatre Admistration system • Allocate HealthRoster system
The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
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 as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Name Anna Holliday, Job title Perioperative Administration Team Leader, Email address anna.holliday@nhs.net, Telephone number 01342 414 102. Further information: Fiona Seal, Email: fiona.seal@nhs.net.
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