Directorate Operations Support Administrator

Posting date:	04 December 2025
Salary:	£24,937.00 to £26,598.00 per year
Additional salary information:	£24937.00 - £26598.00 a year
Hours:	Full time
Closing date:	18 December 2025
Location:	Worcester, WR5 1DD
Company:	NHS Jobs
Job type:	Permanent
Job reference:	C9365-25-0917-3

Summary

Key Duties To provide administrative support to the Directorate Teams within the W&C Division. Have an understanding of patient pathways and key KPIs such as RTT, capacity and demand planning. Dealing with queries and action as appropriate to achieve Trust targets. To undertake validation of data such as patient waiting lists and provide feedback to directorate teams of performance and areas of concern. To provide diary and inbox management support for the Directorate Managers liaising with multiple stakeholders across divisions making autonomous decisions. To participate in the collection and transmission of information to enable the Directorate to meet its objectives. To integrate performance information and data into presentation slide decks and reports prepared for the Directorate Managers, including Directorate performance review packs. To develop and maintain efficient filing system to include correspondence, reports, audit, and results. To support recruitment process with raising ATRs for the Directorates and where appropriate sit on recruitment panels. Take and transcribe formal minutes for high-level meetings, including Directorate and Divisional meetings. Ensure accurate recording of complex discussions, decisions, and action points. Maintain responsibility for the timely production, formatting, and distribution of formal records, and follow up on actions where required. This includes managing confidential and sensitive information with discretion Where appropriate provide cross cover for the Band 5 Divisional PA, supporting with complex diary management and minute taking for the Divisional Directors Responsible for initiating and raising financial orders through the Trusts procurement system (e.g. iProc) liaising with procurement, finance services and external suppliers to resolve any queries / issues. To participate in the introduction and use of IT, procuring IT equipment and to provide IT support and training to colleagues. To have knowledge and use of various Microsoft Office software programmes including Outlook, Word, PowerPoint, Excel, Co-pilot and Teams to produce letters, presentations, spreadsheet reports and other relevant correspondence. Input and look up data on Trust IT systems in accordance with Trust policies To assist with day to day office administrative tasks such as distribution of post and answering telephone enquiries as appropriate Exercise initiative and judgement based on acquired knowledge and experience when dealing with Directorate enquiries Ability to recognise situations that should be referred onto the line manager and take prompt and appropriate action. Organise own day to day work and prioritise workload independently. Rota Management To act as lead in the provision of medical locum cover (paediatrics) for the Worcester site as required through Allocate and NHSP, liaising with the rota team, including: uploading locum requirements onto Allocate ensuring details of all required shifts / jobs are completed accurately, reviewing locum CVs checking all documentation supplied meet Directorate requirements and forward suitable CVs to Consultant for review and authorisation to book, prepare locum packs and accommodation as required, check locum timesheets on Allocate to agree hours booked / worked for authorisation by Directorate Manager. Organising on site rooms for on call consultants as required. To initiate / process claim forms for clinicians and add to the Allocate rota system. Take sick leave, compassionate / special leave, maternity / paternity leave requests and add to the Allocate rota system and ensure return to work and self-certification/medical certification is added to personal files. Upload waiting list initiative claims from clinicians, maintaining accurate records. Respond to any pay queries from medical staff liaising with payroll to rectify Rota coordination including allocation of theatre assistants staff, nursing & radiology staff in conjunction with the Directorate support manager