Go back University Hospitals Dorset NHS Foundation Trust
Administration Manager
The closing date is 08 September 2025
To provide effective day to day line management for the administrative and secretarial staff within the directorate, including providing help and support to secretaries ensuring work is prioritised on a daily basis and movement of staff across working areas to meet service needs.
Act as an advisor and point of contact for the Directorate Management team on day-to-day issues.
Regularly attend and represent the administrative service services at directorate meetings, cardiology risk and governance (RAGG), heads of department, engaging in QI processes and attending HR meetings.
To support all Trust targets and Directorate waiting times are met in line with the team's objectives.
Effective management of the outpatient clinics within Cardiology, including cancelling clinics and organising additional clinics, where necessary.
Coordinate, approve and manage annual/study/sick leave for Consultant Cardiologists, ensuring that adequate staffing is available at all times in agreement with the Clinical Director
In the absence of the Rota Coordinator, to support with facilitating, organising and deploying the medical staff within the cardiology directorate.
Lead on reconfiguration of staff across sites to support proposed service changes.
Manage all leave and plan for cover as required.
There is a requirement for cross site working for this post.
Main duties of the job
To Line Manage and lead the day to day management of the medical secretaries and administrative staff within Cardiology.
Working across all UHD sites to ensure correct levels of staffing are maintained and reviewed regularly.
To ensure co-ordination and effective functioning of the administration team across the department, also providing support to the consultants and medical team, in addition to the management team.
Develop and maintain an effective and quality secretarial and administration service to the consultants and their teams,
To work in conjunction with the Cardiology rota coordinator to ensure smooth running of the medical rotas within the Cardiology directorate.
Organising and scheduling additional activity to support with elective recovery
Cancelling clinic through Bookwise as part of Junior Doctor staffing and Coordination
Support/Chair 642 Outpatient Clinic Meetings to oversee clinic scheduling and clinic utilisation.
Run Clinic Utilisation reports to ensure Clinic utilisation for Consultant Clinics, directing secretaries to book.
Supporting and maintaining FURA Roll out to manage 6 week fu bookings
Assisting Service Managers as required to manage performance across cardiology. This include assisting in aspects of admitted and non-admitted pathways, in compliance against national and local targets
About us
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues. UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme. This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
Please note if the role or service is relocated as part of a planned move, employees will not be eligible for excess mileage reimbursement. Travel from the postholder's home to the new work base will be considered a normal commute. Any other changes not related to this relocation will be managed according to the relevant Trust or National terms and conditions.
Job responsibilities
To understand the role in more detail please read the full job description and person specification documents which are attached to this advert
Person Specification
Qualifications
* oManagement/Leadership qualification to degree level (or) equivalent qualifications, knowledge and experience of office/staff management in an NHS environment
* oExpertise acquired through training and relevant experience in implementing administrative and organisational policies and procedures
* oNumeracy and literacy
* oComputer literate with strong demonstrable understanding of Microsoft Office.
* oPortfolio evidence of continuous professional development
Experience
* Significant administration and clerical experience
* Demonstrable experience of managing a team of staff to deliver excellent customer service.
* Demonstrable experience in recruitment, development and retention of staff processes
* Ability to work collaboratively in a dynamic work environment
* Experience of delivering and leading change to meet service need
* Experience in an administration/HR function such as bookings, rotas, leave planning or waiting list management
* oPrevious NHS Hospital experience
* oPrevious experience with outpatient clinic bookings including cancellations/amendments to templates.
* oPrevious experience of HR people management including sickness and performance management and undertaking appraisals
* oExperience of management of patient pathways and RTT validation
Skills
* Demonstrates competence in word processing, spreadsheets, databases and presentation packages.
* Advanced keyboard skills and computer literacy
* Able to report on complex performance information
* Able to collate and analyse data.
* Ability to utilise electronic data tools
* Ability to influence staff while behaving confidently and assertively
* Knowledge of hospital patient management systems, HICSS, eCamis, WLM, PMS
Knowledge
* Awareness of patient confidentiality
* Knowledge of local NHS agenda
* Awareness of data protection
* NHS Policies and Procedures relating to medical staff and admin/secretary staff.
* Understanding of the Trusts sickness and performance policies and procedures
* Medical terminology
* Knowledge of waiting times targets
Interpersonal SKills
* Able to work on own initiative and with guidance.
* Approachable / Polite/ Good telephone manner
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
University Hospitals Dorset NHS Foundation Trust
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