About this role
Job summary
The post holder will be responsible for the line management of the administrative staff and for ensuring the smooth running of the directorate in relation to its administration functions. They will manage the administrative, clerical and secretarial needs of the directorate and ensure, through careful monitoring of workloads that activity targets are met and that patient management is in line with the patient access policy. Other key tasks will include managing various projects/developments from inception to implementation.
As key point of contact in the department, the post holder will be expected to exercise initiative, prioritise conflicting work demands and to communicate effectively all times with a wide range of individuals within both the Trust and external to the organisation. To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work.
Main duties of the job
Lead and manage the Directorate's administrative and clerical team, including workload allocation, staffing, leave and absence management. Manage recruitment, induction, performance, appraisals, training and development of administrative staff. Monitor workforce capacity and skills mix to maximise resources and maintain service delivery. Ensure compliance with Trust HR policies, mandatory training, health and safety and other statutory requirements. Lead the development and implementation of administrative policies, procedures and improvements to working practices. Support service development and pathway improvement initiatives, including cancer pathways and delivery of 28 FDS.
About us
The Trust provides a full range of local and specialist services across its five sites. In June 2026, we launched our new strategy for 2026-31. Our vision is to transform healthcare, and we have agreed six strategic ambitions to help us improve care for patients, and the working lives of our staff.
Our six strategic ambitions are deliveringhigh-quality patient care; creating a great place to work; leading pioneering research, innovation and education; building strong and successful partnerships; providing timely and efficient care; and ensuring long-term financial sustainability.
We have also agreed four new organisational values - Caring, Collaborative, Inclusive, Innovative - and these underpin everything we do, and how our teams interact with the patients under our care.
We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.
King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.
Job description Job responsibilities
Manage the day-to-day running of the Directorates administrative staff and resolving any issues that arise. This will include the authorising of annual leave and study leave. Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload. Manage administrative staff sickness in line with Trust HR policies, undertaking return to work interviews, stage 1 and stage 2 interviews. To liaise with human Resources, where appropriate, in issues of sickness and phased returns to work. To be responsible for the recruitment of secretarial staff, devising adverts and job descriptions, short-listing, interviewing and taking up references, chairing the interview panel. Undertake appraisals on the secretaries and clerical support staff and formulating PDP plans, including the identification of training needs and to provide opportunities for staff to undergo relevant training. Undertake mandatory training on a regular basis, ensuring that the administrative staff also comply with the requirements for mandatory training and adhere to the Health and safety at Work act. Ensure that all Consultants are allocated secretarial support to cover their secretarial duties and ensure training is provided where appropriate. Ensure that all clinical sessions are allocated adequate clerical staff and ensure training is provided where appropriate. Train new and bank administrative staff on the job and ensure that progress is monitored. Initiate and participate in the development of policies and procedures affecting the administration staff. Implement changes to practice/protocols and overcome conflicts/lack of knowledge. Liaise with Consultants and CNS in the development of services e.g. cancer pathway improvement initiatives to support with 28 FDS. To act as the administrative lead on the department Clinical Governance Committee. Support Operational Managers with ENT and Audiology Service improvement plan ensuring the smooth delivery of high quality care e.g. upgrade of software, equipment and building SEL support network with a focus of staff development. Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed. Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans. Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant. Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level. Identify and fill any vacancies that arise within the team in line with the Trusts recruitment policy and process.
Person Specification
Person specification Essential
Experience of managing and supervising groups of staff Excellent analytical and problem solving skills Excellent word-processing and spreadsheet skills, including Microsoft word and excel
Desirable
Basic knowledge of Cancer and its management A Level or NVQ level 3 in business administration or equivalent
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.
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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name King's College Hospital NHS Foundation Trust
Address Princess Royal University Hospital
Farnborough Common
Orpington
BR6 8ND
United Kingdom
Employer's website https://www.kch.nhs.uk/ (Opens in a new tab)