This job has expired

Deputy Operations Admin Manager

Portsmouth Hospitals University NHS Trust
£35,392 to £42,618 a year
Closing date
1 Jun 2023

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Other Health Profession
Band 6
Contract Type
Full Time
Job summary

We offer our staff the opportunity to consolidate and develop their existing skills and knowledge and offer numerous opportunities for professional development. You will be based in Portsmouth hospital however will have responsibility for the admin teams for our satellite clinics in Gosport, Fareham, Petersfield and St Marys Hospital.

This is a really is an exciting time to come and work for Portsmouth Hospitals University NHS Trust as we move forward with our future visions. With a team of committed, caring and experienced staff. We are looking for likeminded individuals to join us and continue on our journey, in delivering exceptional care and being the number one choice of birthing units to our local families. Portsmouth Hospitals University NHS Trust is a forward-thinking and innovative Trust, committed to developing and encouraging their personnel to progress within their career.

As a thank you for the hard work and dedication of our staff, we offer an excellent benefits package and just a few of those benefits include: On-site childcare Salary finance schemes Health service discounts Interest free season ticket loans (travel) Onsite gym, swimming pool and fitness classes Staff wellbeing services Free hire of beach hut and much, much more! Portsmouth is a vibrant city and tourist destination on the south coast with convenient access to the South Downs National Park and the Isle of Wight and just 90 minutes from London Waterloo by train.

Main duties of the job

Take lead responsibility for administration and clerical teams in Portsmouth Maternity Services including sites ar QA, Gosport, Fareham, Paulsgrove, St Marys and Petersfield. Team management. Ensure overall smooth running of all clinics and develop new clinics as required. Improve clinic utilisation targets. Day to day non clinical operational management.

About us

The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veterans status, colour, religion, disability, sexual orientation and beliefs.

Job description

Job responsibilities

  • The Deputy Operations Admin Manager has the responsibility for assisting with the day-to-day management of defined clinical areas/departments & activities at Portsmouth Hospital and local satellite clinics.
  • The post holder will support the Business Manager and Matrons in the delivery of waiting time targets across the Obstetric speciality as well as leading agreed service improvement initiatives and projects. The post holder will work in close partnership with multidisciplinary teams to drive improvement, embed change and standardise practice, based on local requirements, national guidelines and clinical best practice.
  • The Deputy Operations Admin Manager works alongside the Matron to provide day to day management of the obstetric service. In addition they have line management responsibilities for the Maternity Admin Team Leader and in their absence the Supervisors and Receptionists.
  • The Deputy Operations Admin Manager provides leadership and support in a rapidly changing environment and ensures that governance and escalation routes are adhered to. The post holder will be responsible for financial control of services within the Obstetric Administrative team.
  • The post holder will oversee the outpatient, inpatient and elective services across Obstetrics providing support and supervision for the Matrons.

Key Responsibilities:

Management of staff
  • Direct line management and responsibility for designated admin and clerical staff.
  • To be responsible for the recruitment and selection of admin and clerical staff.
  • To be responsible for the cover arrangements of admin and clerical staff within available resource.
  • To review workload issues, staffing levels and supervisory arrangement for admin staff.
  • To undertake staff appraisals for designated staff and provide access to staff training and development.

Operational Management
  • To monitor and validate the Obstetric specialities waiting list targets for outpatients and inpatients recommending appropriate action required to ensure achievement in conjunction with the Operational Team.
  • To support the coordination of clinical operations within the Obstetric footprint, ensuring an efficient, effective, and high quality service is provided.
  • Responsibility for the production, monitoring and audit for specific outpatient templates.
  • Support the governance agenda with responding to PALS/Complaints for specific administrative areas.
  • Provide project management support for Obstetric initiatives and developments including scheduled or additional theatre lists and Clinics.
  • Ensure the demand meets capacity and identify areas of shortfalls.
  • In conjunction with the operational team and senior matrons provide support to the service planning function.
  • To be the first point of contact for operational issues, to investigate solutions and follow through to resolution.
  • To monitor annual leave and study leave for team.

Financial Management
  • To ensure appropriate and suitable ordering of non pay items on SBS within the speciality as appropriate.
  • Co-manage the authorisation of requests on SBS.
  • Identify ways of increasing the capacity with the current infrastructure and identify innovative and active ways of modernising service provision.
  • Collating and analysing information and supporting the production of business cases and appraisals.
  • Ensuring effective audit trails of key decisions.

Generic Responsibilities
  • Work with senior management team to propose best practice changes to service delivery.
  • Provide a day to day managerial support service to Obstetric services.

Information Management
  • To ensure timely accurate inputting of information onto PAS and Badgernet is maintained in conjunction with Trust IT policies and procedures.
  • To assist the Obstetric Management Team in obtaining information.
  • Extensive knowledge of PAS.

Communicating and Working Relationships
  • In addition to the Operational Team and the Senior Matrons the post holder will need to be able to communicate effectively with the following people when appropriate and required to do so:

Clinicians within the Trust

Clinical managers with the Trust

Other health organisations

Commissioners of health services

Community based services

Patients and relatives of patients

External commercial organisations

Shared Core Functions
  • Assist in providing a high-quality service and comprehensive administration support for the Obstetric speciality.
  • Work with team members to develop a collaborative working partnership which positively contributes to the Obstetric departments overall efficiency and role performance.
  • Proactively identify additional support services which would increase efficiency of those you support and instigate these activities in agreement with the Matrons and Operational Team.
  • Maintain and improve your knowledge and understanding of the Health Service arena.
  • Dissemination of knowledge through administration documentation and verbal contact, taking responsibilities for technical accuracy and reliability and being sensitive to wider implications.
  • Develop structures, systems, ways of working and personal values that will support the Trusts sustainable development objectives with regard to issues such a carbon reduction and waste minimisation; and to encourage all stakeholders of the Trust to act as enthusiastic agents of change.

Person Specification



  • Degree level Health/Management or equivalent experience.



  • Developmental junior management experience with the Health Service.
  • Experience in technical expertise area (e.g., HR/Finance/IT/Procurement).
  • Previous experience of staff development and performance management.
  • Possess an in-depth knowledge of operational issues relating to in-patient and out-patient processes and activity with the NHS gained through extensive NHS management experience and analytical expertise.


  • Previous knowledge/experience of complex, multi-agency environments and partnerships e.g., military health systems, social services, and university/education bodies.
  • Prior experience of working across organisational boundaries.

Skills and Knowledge


  • Team Management skills.
  • Understanding of budgetary management.
  • Ability to operate and lead independently of direct supervision.
  • Skill in organising resources and establishing priorities.
  • Knowledge of NHS structure, systems, and policies.
  • Excellent communication skills, both orally and in writing.
  • Good organisational skills.
  • Skill in the use of computers and relevant IT systems, preferably in a PC, Windows-based operating environment.
  • Ability to design and implement systems necessary to collect, maintain and analyse data.
  • Ability to develop, plan, and implement systems short and long-range goals.
  • Ability to gather data, compile information, and prepare reports.
  • Ability to develop and maintain record keeping systems and procedures.
  • Ability to make administrative/procedural decisions and judgements.
  • Strong Interpersonal skills.
  • Ability to comply with deadlines.
  • Leadership skills in working with cross-functional teams.
  • Responsive and flexible attitude/approach.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.
Any attachments will be accessible after you click to apply.


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