Administration Team Leader - Urology

This is an exciting opportunity for a conscientious, enthusiastic, highly motivated, and organised individual to join the Urology department. Urology is a busy an innovative speciality, which treats problems of the urinary system and the genitourinary tract. The Urology department is recruiting a 30-hour Admin Team Leader to join an expanding team, working alongside both medical and nursing teams.

Under the supervision of the Administration Lead, the role involves supporting medical and nursing staff to ensure the smooth running of outpatient services. The post holder may be asked to support with greeting and assisting patients, relatives, and visitors, and respond to enquiries from the public and healthcare professionals. This includes managing telephone and face-to-face communication with patients, GPs, social services, and other staff.

The successful candidate will demonstrate a structured and methodical approach to their work, with excellent organisational skills and a flexible attitude aligned with the Trust's PRIDE values. Strong communication skills are essential, as the role requires the ability to work both collaboratively within a team and independently.

Main duties of the job

The post holder will provide administrative support to the Norfolk Physiology and General Surgical Outpatient reception teams, as well as the Urology secretarial teams. Key responsibilities include coordinating outpatient appointments and outcomes, supporting the validation of patient pathways, and delivering comprehensive secretarial support. This will involve accurately transcribing correspondence from audio or digital dictation, using appropriate medical terminology.

In addition, the post holder will assist Booking Coordinators in managing outpatient waiting lists. This includes advising on patient prioritisation based on clinical need and appointment availability and seeking guidance from colleagues when required.

You will contribute to the ongoing development and improvement of departmental services. Responsibilities include reviewing and investigating waiting list reports, ensuring patient records on the Patient Administration System (PAS) are accurate and up to date, and providing feedback to the Administration Manager and relevant teams to support effective pathway validation. You will be expected to promptly action clinical investigations, results and outcomes. Utilise Trust reports to service and administer waiting lists, which may include outpatient, inpatient and waiting lists as required in local work area, escalating to senior staff as required.

Benefits

• Fast Track Staff Physiotherapy Service
• Multi Faith prayer room at NNUH Colney Lane site
• Discounted gym memberships
• Excellent pension scheme and annual leave entitlement
• Wagestream - access up to 40% of your pay as you earn it
• Free Park & Ride service direct to NNUH Colney Lane site
• Free 24-hours confidential counselling support
• On-site Nursery at NNUH Colney Lane
• On-site cafes offering staff discounts at NNUH Colney Lane
• Flexible staff bank
• Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics

Job responsibilities

The post holder must handle patient information with strict confidentiality, adhering to Caldicott principles and the Data Protection Act. Duties include accurate data entry and retrieval of patient information using systems such as PAS, RIS, ICE, and other departmental software.

This role includes a wide range of administrative duties utilising Trust systems to record and maintain patient records, and as such, good IT skills in addition to a willingness and commitment to learn multiple Trust IT systems are necessary.

The role also requires providing flexible cover for colleagues to ensure the department operates efficiently and continues to meet service demands.

All aspects of this role should be carried out in line with Trust Policies and Procedures on data collection and confidentiality. Confidentiality in all matters is of the utmost importance.

The successful candidate will also be expected to support the delivery of a high quality, safe and compassionate healthcare service, as all staff are expected to act as a role model to others in all aspects of their work while consistently demonstrating NNUHs PRIDE values of People focused, Respect, Integrity, Dedication and Excellence.

Person Specification Qualifications Experience

• Experience of using computer software, e.g. Microsoft Word, Outlook, Excel
• Knowledge of Hospital Information System

Skills

• Demonstrates ability to prioritise work
• Demonstrate ability to communicate effectively in person and via telephone

Attitude and Aptitude

• Flexibility
• Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence
• Demonstrates understanding and commitment to Equality, Diversity, and Inclusion.
• Ability to work independently

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.

£25,760 to £27,476 a year per annum, pro rata