Deputy Perioperative Administration Team Leader

NHS; East Grinstead; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare provider is seeking a Deputy Perioperative Administration Team Leader in East Grinstead to manage theatre operations and support clinical teams. The role involves providing clerical support, maintaining staff rosters, and liaising with stakeholders. Candidates should have strong organisational skills and experience in a healthcare administrative role. The position offers opportunities for professional development in a dynamic environment.

Qualifications

• Minimum 2 years experience in secretarial/administration role.
• Knowledge of NHS services.
• Knowledge of General Data Protection Regulations (GDPR).

Responsibilities

• Provide clerical and reception support across the perioperative department.
• Manage and maintain accurate staff rosters and timesheets.
• Assist Anaesthetic Clinical Lead with secretarial duties.

Skills

Excellent organisational skills

Attention to detail

Ability to work collaboratively

Confident telephone manner

Proven ability to work on own initiative

Education

Secondary Education to include GCSE English and Maths or equivalent

NVQ Level 3 or relevant practical experience

Tools

Word Processing

Excel spreadsheet

PASS (Patient Administration System)

HealthRoster system

Job description

Deputy Perioperative Administration Team Leader

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.

About us

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.

Job 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

• oSecondary Education to include GCSE English and Maths or equivalent oNVQ Level 3 or able to demonstrate knowledge within this field through practical experience

Experience

• oExcellent Word Processing/Excel spreadsheet skills oConfident telephone manner oProven ability to work on own initiative oPrevious experience in secretarial/administration post oTeam working oAble to prioritise
• oKnowledge of NHS services oPrevious role in Healthcare, familiar with services and IT systems

Knowledge

• oKnowledge of General Data Protection Regulations (GDPR)
• oPAS (Patient Administration System) oKnowledge and application of ORSOS Theatre Admistration system oAllocate HealthRoster system

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.