Administration Manager, General Surgery

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 40,000 - 50,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust invites applications for the Administration Manager, General Surgery. The role oversees departmental administrative systems, staff, and service development to meet internal/external standards and policies, and to advise on specialty issues.

The post requires strong management of data, waiting lists, RTT pathways, and recruitment processes, with a focus on improving patient pathways and departmental performance.

Qualifications

• Degree or equivalent experience.
• Previous medical secretary experience.
• Managerial experience in an administrative environment.
• Experience in a customer facing role.
• Advanced decision making and resolving complex work-related issues.

Responsibilities

• Management and rectification of Data Quality/Waiting List reports for Inpatient and Outpatient Waiting lists.
• Oversee trackers (52 week, IPWL, Planned, Diagnostic & OPWL) related to RTT pathways.
• Lead recruitment, retention and selection of administrative staff and related documentation.
• First line management responsibility for disciplinary, capability and grievance issues.
• Education and development of administrative staff including Personal Development Reviews and training needs.

Skills

Organisational skills

Decision making

Communication

Tact and sensitivity

Empathy

Problem solving

Conflict management

Education

Degree or equivalent experience

Medical secretary experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Administration Manager, General Surgery

The closing date is 25 November 2026

This job role is to manage departmental administrative systems and staff and develop the service in line with required internal and external standards, to make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with Departmental, Trust and National standards, policies and procedures, and to act as a source of advice and guidance regarding the specialty.

Please be advised this vacancy is not eligible for sponsorship.

Secondment will be considered for internal candidates - If you are successful after interview, you must obtain approval from your current line manager to accept the offer.

Main duties of the job

• To assume overall responsibility for the administrative management of the Department.
• To assume overall responsibility for the management of the administrative staff within the Department.
• To ensure an effective internal and external communication system within the specialty.
• To manage the Departmental administrative budget.
• To continually contribute to patient and business improvement Agendas.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job responsibilities

• Management and rectification of the Data Quality/Waiting List reports for areas of responsibility, this is to include Inpatient and Outpatient Waiting lists for elective, Planned and Diagnostic procedures
• Oversee all trackers (52 week, IPWL, Planned, Diagnostic & OPWL) in relation to RTT pathways this would include validation, training, Investigation, chasing diagnostics, meeting with clinicians when appropriate
• Acting as the specialty lead for managing recruitment, retention and selection of administrative staff including preparation of the appropriate documentation
• Assuming first line management responsibility in dealing with disciplinary, capability and grievance issues
• Responsibility for the education and development of the administrative staff including undertaking Personal Development Reviews in conjunction with KSF outlines, formulating Personal Development Plans and identifying training needs using analytical skills to ensure they appropriate to the needs of the service.

For further details of the role please see the attached job description.

Person Specification

Qualifications

• oDegree or equivalent experience oExperience of administrative processes
• oPrevious medical secretary experience

Experience

• oManagerial experience in an administration environment oExperience in a customer facing role oAdvanced decision making and resolving complex work-related issues oManaging and delegating the workload of a team
• oExperience of managing patient pathways and applying RTT guidance.

Knowledge

• oPatient access policy and application of rules to the recording of RTT pathways oWaiting list practical management oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oExcellent understanding of general office working procedures oExcellent understanding of people management and guidelines oExcellent attention to detail and accuracy oAble to recognise and resolve complex issues, referring where appropriate oPositive and flexible approach to work oAble to demonstrate an innovative and forward-thinking approach oUnderstands limits of own responsibilities oReliable and punctual with a flexible attitude towards working hours to meet service needs
• oAwareness of current issues within the NHS

Skills

• oGood organisational skills. oSound decision making skills. oAble to present information to others. oExcellent level of verbal and written communication. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach to dealing with and resolving enquiries. oAble to analyse problems and initiate appropriate solutions effectively oAble to manage difficult and distressing situations effectively. oAble to compose correspondence and reports

Commitment to Trust Values and Behaviours

• oEvidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. oFor posts with managerial responsibility only Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

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 Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

University Hospitals Coventry and Warwickshire