Administration Manager

The Newcastle upon Tyne Hospitals NHS Foundation Trust; Newcastle upon Tyne; On-site; GBP 42,000 - 54,000; Full time

Job summary

The Newcastle upon Tyne Hospitals NHS Foundation Trust is seeking an experienced Administrative Manager for the Medicine & Emergency Department. You will oversee day-to-day admin operations, lead reception, admin officers and medical secretaries, and ensure high-quality patient-centred services.

Role requires NHS management experience, strong IT and people management skills, and a commitment to service improvement. This is a 24/7 operational position within the Trust.

Qualifications

• Degree level education in a relevant subject or equivalent experience
• IT qualification such as ECDL or Microsoft Office Specialist qualification (or equivalent experience)
• Educated to GCSE level including GCSE English Language Grade 4 or above or equivalent experience
• A recognised management qualification at certificate level or a commitment to work towards this
• RSA Level 3 or equivalent experience

Responsibilities

• Provide day-to-day operational management of the administrative function within the Medicine & Emergency Department.
• Lead, support and develop a team of reception staff, administrators and medical secretaries covering a 24-hour, 7-day service.
• Ensure appropriate staffing levels are maintained, including management of sickness absence, annual leave, rostering and performance management.
• Monitor and improve administrative processes to ensure efficient patient pathways and high-quality service delivery.
• Work collaboratively with clinical teams, senior managers and corporate services to support departmental objectives.
• Ensure compliance with Trust policies, NHS standards, information governance requirements and national targets.
• Oversee the management of patient administration systems and ensure data quality standards are maintained.
• Support service development initiatives and contribute to quality improvement and transformation projects.
• Produce reports and performance information as required to support operational management.

Skills

Advanced IT skills

Excellent communication

Education

Degree level education

GCSE English

IT qualification (ECDL/ MOS)

Management qualification

Tools

Excel

Word

PowerPoint

Outlook

Job description

Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS hospital trusts in the country. We have around 16,000 staff and an annual budget of £1.7 billion.

With strong history of providing high quality care, clinical excellence, research and innovation regionally, nationally and internationally, w e’re in the top five providers of specialised health services in the country.

As well as providing a wide range of hospital and community services, we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, sex, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular 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

An exciting opportunity has arisen for an experienced and motivated Administrative Manager to join the Medicine & Emergency Department team. This key role is responsible for the day-to-day management of the department's administrative services, ensuring the efficient delivery of a high-quality service that supports patient care and operational performance.

The successful candidate will lead and manage a team of reception staff, administrative officers and medical secretaries, providing effective leadership across a 24/7 service. You will work closely with clinical and operational colleagues to ensure that administrative processes are delivered efficiently, accurately and in line with Trust policies and NHS standards.

This is an excellent opportunity for an individual with proven NHS management experience who is passionate about service improvement, staff development and delivering exceptional patient-focused services.

• Interview Date 09 October 2026

Main duties of the job

• Provide day-to-day operational management of the administrative function within the Medicine & Emergency Department.


• Lead, support and develop a team of reception staff, administrators and medical secretaries covering a 24-hour, 7-day service.


• Ensure appropriate staffing levels are maintained, including management of sickness absence, annual leave, rostering and performance management.


• Monitor and improve administrative processes to ensure efficient patient pathways and high-quality service delivery.


• Work collaboratively with clinical teams, senior managers and corporate services to support departmental objectives.


• Ensure compliance with Trust policies, NHS standards, information governance requirements and national targets.


• Oversee the management of patient administration systems and ensure data quality standards are maintained.


• Support service development initiatives and contribute to quality improvement and transformation projects.


• Produce reports and performance information as required to support operational management.

Working for our organisation

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

With around 2 million contacts with patients every year, we deliver care from:

• Northern Centre for Cancer Care, North Cumbria

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust

Detailed job description and main responsibilities

• To be responsible for the day to day management of an efficient, effective and comprehensive secretarial and administrative support to the Directorate.


• To lead, coordinate and manage the A&C teams within budget constraints i.e. Medicine & Emergency Department.


• To manage A&C recruitment, induction, probation, appraisal, disciplinary, training and personal development.


• To ensure that the A&C function meets national and local targets including waiting time targets


• Responsible for data quality associated with the administrative function of the Directorate


• Responsible for A&C issues associated with all front of house / reception and areas


• To assist the Management in the collection, collation and presentation of information pertaining to all aspects of the service.


• To manage the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency and realise cost improvement targets.


• To ensure that Trust and Directorate objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the A&C staff.

Knowledge

• Knowledge of human resource management and an appreciation of the necessity to gain knowledge of Trust HR policy and procedures


• A good understanding of the cancer environment associated with national and local standards and legislation


• Knowledge and understanding of managing a Medical Records Department


• Knowledge of the legal requirements relating to the retention of medical records


• Knowledge of legal requirements relating to patient records including the Data Protection and Access to Health Records Act


• Knowledge of relevant Trust IT e.g. eRecord, PAS, case note tracking systems etc


• Knowledge of the NHS and Trust complaints procedures


• Knowledge of NHS National Policies and Initiatives including Department of Health Waiting Time targets


• Knowledge of the Directorate


• Knowledge of medical terminology/ extensive previous experience as a senior medical secretary

Skills

• Advanced IT skills to include Excel, Word, PowerPoint and Outlook


• Excellent communication skills, able to converse fluently, logically and confidently with multi disciplinary personnel both internal and external to the Trust, and in difficult, sensitive and contentious situations

Experience

• Must possess significant previous experience ideally in the NHS at management or senior administrator/ secretary/ supervisor level

Qualifications

• Degree level education in a relevant subject or equivalent experience


• Educated to GCSE level including GCSE English Language Grade 4 or above or equivalent experience


• An IT qualification such as ECDL or Microsoft Office Specialist qualification (or equivalent experience)


• A recognised management qualification at certificate level or a commitment to work towards this


• RSA Level 3 or equivalent experience

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 employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Failure to complete this section may result in your application not being processed.

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.

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.