Job overview

To manage the day-to-day administration support to the Urology Service Manager (USM) and the Urology Unit Manager (UUM), ensuring that all administrative work is completed as required accurately and within set timescales. The post holder should have previous experience of working in administration. Due to the varied nature of the role the post holder will have in depth knowledge of administrative systems and processes, with an understanding of NHS waiting times and have experience of working in a challenging, bust environment with competing demands.

The service is after a highly motivated and enthusiastic individual to provide a comprehensive administrative function involving; and coordinate administrative services; including for example, the preparation of agendas and minutes, taking appropriate follow-up actions as required. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the service manager and unit manager.

The postholder will also be required to communicate effectively and efficiently with all levels of management and staff, displaying a high level of tact and diplomacy at all times and processing sensitive information confidentially.

Main duties of the job

1. Use own initiative to prioritise and manage daily tasks to ensure the efficient functioning of priorities for the Urology Service Manager (USM) and the Urology Unit Manager (UUM) including reviewing emails and acknowledgements and dealing with incoming correspondence as authorised
2. Type correspondence, reports, invoices, minutes and agendas to a high standard of presentation using Microsoft Word, Excel, PowerPoint and other packages, in line with the Trust guidelines and within agreed timescales.
3. Administration Support for Clinical Governance and departmental audits.
4. Support the USM and UUM to regularly review departmental policies, propose and assist with implementing changes in line with clinical guidelines.
5. Use analytical skills to identify required information and pay attention to detail when processing such information, ensuring this is regularly updated and provided to the USM and the UUM when requested.
6. Inputting, monitoring and checking data, required for finite and ongoing projects within the team. 
7. In conjunction with the USM and the UUM, produce routine reports as required.
8. Monitor the waiting list for Cystoscopies and proactively manage the lists on a daily basis to ensure targets are achieved and not breached. This is to include the booking of patients into clinic and theatre sessions were required. 
9. Maintain stock levels and place orders for office supplies as required.

Working for our organisation

There’s never been a more exciting time to join TeamQEH.  We’re working on a once in a generation opportunity to build a new state-of-the-art hospital 2031/32 and we are also carrying out on one of the biggest pieces of digital transformation work we’ve ever undertaken.
 
Our new electronic patient record (EPR) will replace paper-based patient records from 2026 and will lead to better, safer, joined-up care at The Queen Elizabeth Hospital and beyond.
 
At The QEH we provide a comprehensive range of specialist, acute, obstetrics and community-based services to around 331,000 people across west and north Norfolk, North Cambs and South Lincs.
 
We are an ambitious organisation that upholds our values of kindness, wellness and fairness. We strive for continuous quality improvement, recently demonstrated in our 2024 CQC maternity inspection rating our services as ‘Good’, and we are proud to be a place to learn and grow through recognised learning and apprenticeships.
 
We recognise and reward our 4,000 staff and volunteers, priding ourselves on a community atmosphere and positive team spirit.  We have approx. 530 beds across 33 wards and have newly built education and training facilities, a range of modern award-winning centres alongside a talented team of people ready to give you a warm welcome.  We love working here and think you will too.