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Job summary

Main area
Administration
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
205-7759045-A
Employer
University Hospitals of North Midlands NHS Trust
Employer type
NHS
Site
Royal Stoke University Hospital
Town
Stoke-on-Trent
Salary
£27,485 - £30,162 pa
Salary period
Yearly
Closing
03/03/2026 23:59
NHS

Administrative Manager

Band 4

Job overview

UHNM is currently unable to provide sponsorship for this role. This is in accordance with UKVI guidelines and legislation, as these roles do not meet the skill nor salary threshold for sponsorship. If you hold a graduate visa, you are welcome to apply for this role however it is important to note that UHNM will be unable to offer sponsorship at the end of your graduate visa, you must also have at least six months until your graduate visa expires at the start of your employment for training and operational reasons. 
 
We are looking for a highly organised, motivated Administrative Manager to join our Estates, Facilities & PFI Division. This is a pivotal role supporting a busy, diverse operational environment, ensuring the smooth functioning of administrative, secretarial, payroll, contract and helpdesk activities across the directorate. This post is ideal for someone who thrives in a dynamic environment and enjoys leading people, improving systems, and ensuring high-quality operational standards.

Main duties of the job

The Administrative Manager plays a key role in delivering a comprehensive administrative and secretarial service to the Estates, Facilities & PFI (EFP) Division. You will lead and supervise the administrative and secretarial team, ensuring the provision of an effective Monday–Friday office service.

The post holder will manage day‑to‑day operational administration including:

  • Oversight of Purchase Orders, invoices, transport, linen, car parking, helpdesk, and residencies administration.
  • Monthly EASY/ESR and payroll submissions for all EFP staff, ensuring accuracy and timeliness.
  • Supporting the Estates Helpdesk, rota coordination, contractor management, and administration for the Capital Programme Team.
  • Maintaining and improving office systems, ensuring high standards of organisation and compliance.

You will provide essential support to senior managers, including preparing reports, minutes, investigation documentation, data returns (HR/Finance), and liaising with a wide range of internal and external stakeholders.

This role requires excellent communication skills, strong IT capability, proven supervisory experience, and the ability to prioritise and manage complex workloads.

By joining our team, you will play an important part in supporting safe, efficient and high-quality services across Estates, Facilities & PFI, helping us maintain our commitment to delivering the best joined-up care for all.

Working for our organisation

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential. 

UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust.

At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

Detailed job description and main responsibilities

·       To provide a comprehensive administrative, clerical and secretarial support service to the Estates, Facilities & PFI Services including Facilities, Estates, PFI contract performance management and other services remaining within Estates, Facilities & PFI Services as required. 

·       To manage and supervise the secretarial and administrative staff within the Office providing a full office service from Monday – Friday during the core office hours as the service needs require.

·       To develop office systems ensuring effective administration and organisation of the office and its resources is maintained.

·       To assist and support the Divisional Management Team in delivering the operational services and functions within its remit.

·       To liaise with other stakeholders, i.e. Estates’ contractors, suppliers, training agencies, patient representative, nursing, and other Divisional and Trust departments to ensure the effective running of the service. To include these into audit data, documentation and benchmarking standards as necessary.

·      To provide support for Divisional and departmental meetings, including minute taking, note taking during Investigation interviews, preparation of Investigation Reports and production and circulation of relevant documentation.  To chair meetings on an ad hoc basis for auditors and others involved in the process.

·       To provide monthly returns to Finance and HR for staffing for the Estates, Facilities & PFI Services including sickness absence, training, payroll and other information as required

·       To establish and maintain accurate computerised and manual data and filing systems.

·       To ensure the operational services within Estates, Facilities & PFI Services operate effectively and efficiently within guidelines and legislative boundaries

·       To manage and escalate issues which could impact on the timely and accurate delivery of Corporate Services operational services to the Trust.

·       To ensure appropriate managerial and administrative cross cover is always provided in the above areas as per the needs of the service.

·       To take appropriate action when there are persistent quality problems and promotes the value of quality approaches to others.

·       Identify and evaluate areas for potential service improvement.        

·       To have a knowledge of a range of IT procedures and secretarial skills.

·       To have a range of knowledge of Trust Policies and management procedures and be willing to update these as necessary.

·       General management skills to NVQ level 4.

Person specification

Qualifications

Essential criteria
  • GCSE Grade c / Level 4 Maths / English
  • Typing / word processing qualification to RSA III or equivalent
  • NVQ Level 4 or equivalent supervisory Management

Knowledge

Essential criteria
  • Experience of MS Word/Excel/Outlook/Internet
  • Experience of supervising staff within a busy office environment
  • Experience of minute taking within the last 12 months
  • Experience of diary/meeting management
Positive about disabled peopleAge positiveArmed Forces Covenant Gold Award

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
TERESA PLATT
Job title
Deputy Head of Governance and Compliance
Email address
[email protected]
Telephone number
01782 676685

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