Administration Manager

Band 5

Main area

ophthalmology

Grade

Band 5

Contract

Fixed term: 12 months (12m FTC)

Hours

37.5 hours per week (Position is full time, Monday - Friday)

Job ref

396-8320599-DE-GV

Site

Kingston Hospital NHS Foundation Trust

Town

Kingston Upon Thames

Salary

£36,943 - £44,900 per annum inclusive of outer London HCAS

Salary period

Yearly

Closing

19/10/2026 23:59

Home, community, hospital

Kingston and Richmond NHS Foundation Trust offers a range of fantastic opportunities to grow your career across both hospital and community settings in south London. Whether you're looking to build new skills or take your experience to the next level, we are uniquely placed to provide the right environment to support your professional development. With colleagues working in people’s homes, in community clinics, and in our two hospitals, we have an outstanding breadth of knowledge and experience to draw from.

Our commitment to exceptional care is reflected in being the first trust of our kind in London to achieve an ‘Outstanding’ rating from the CQC for both overall quality and leadership. We exist to provide the best possible care for our patients and we do that by giving our colleagues what they need to be their best at work. We have won numerous awards from the HSJ and Nursing Times for the way we support our colleagues across all our services.

We are proud to be recognised for our outstanding cancer care, children's services, pioneering surgical teams, and exceptional rehabilitation services. Our maternity services have been rated the "Best in London" by women surveyed by the Care Quality Commission (CQC), with parents travelling to Kingston to take advantage of our considerable experience and expertise.

Our Trust values

These words are important reminders, but it’s our behaviours that tell people who we are. We expect all colleagues to bring our values to life in their work.

• Compassionate: We provide care with kindness, understanding, and empathy for all.
• Inclusive: We embrace diversity and respect the unique contributions of every individual.
• Collaborative: We foster teamwork across all levels, working together and with our partners to deliver the best outcomes.
• Inspiring: We are committed to continuous improvement and excellence in patient care, staff development, and innovation.

Job overview

The post will be based onsite at Kingston Hospital.

The post holder will be responsible for overseeing the full range of administrative duties

undertaken by the service-line PPC teams. The post holder will supervise and allocate work to

the team.

The post holder will work as part of a multi-disciplinary team and will provide expertise in the

proactive management of the patient pathway from referral to discharge, ensuring the entire

pathway is managed smoothly.

The post holder will ensure high levels of patient and clinician satisfaction by being an

accessible, customer focussed and knowledgeable point of contact. To provide a consistent

approach across the Trust, Standard Operating Procedures (SOPs) will be used to ensure that

functions of the role are carried out correctly within given timescales.

Previous applicants need not apply.

Main duties of the job

You will be responsible for the management of the administration function across the services.

You will also be expected to assist and lead in formulation and implementation of service policies, service operating procedures and strategies through efficient use of resources. As part of this role you will evaluate and develop processes and systems to ensure a caring, quality service is provided both to service users and staff.

The successful applicant will need to be organised, methodical, have strong leadership, managerial and coaching skills along with a willingness to develop their role, the administration teams and the needs of the services.

A key component of this role, will be the validation of the Patient Tracking Lists (PTLs)

Working for our organisation

Kingston and Richmond NHS Foundation Trust cares for more than half a million patients a year, from across Kingston, Richmond, Elmbridge (Surrey), Merton, Wandsworth and Sutton. In 2018, we became the first acute hospital trust in London to be rated “Outstanding” for overall quality and leadership by the national Care Quality Commission regulator.

We have approximately 350 beds and directly employ around 2,900 staff. Our trust provides a full range of diagnostic services and treatment services. Our main site is the Kingston Hospital site but we also run a number of outpatient clinics in the community, including in Raynes Park, Surbiton, Queen Mary's Roehampton and Teddington.

Detailed job description and main responsibilities

***Please see the attached supporting document/s which contains more information about the role in the job description and person specification***

NB: ensure your supporting statement aligns with the job description and person specification, as your application will be assessed against these criteria.

Person specification

Qualifications

Essential criteria

• Educated to degree level, or NVQ Level 4 in Business Administration/Customer Care or acquired equivalent experience

Desirable criteria

• Computer Literacy Course e.g. ECDL

Experience

Essential criteria

• Minimum of 1 year experience in a leadership role

Desirable criteria

• Minimum of 1 year managerial experience

Skills

Essential criteria

• Accurate data entry, typing and checking skills
• Use of full range of IT systems and patient data systems, including validation of PTL

Desirable criteria

• Conflict resolution skills
• Appropriate assertiveness skills

Knowledge

Essential criteria

• Understanding of patient priorities and performance targets related to appointments and waiting times

Desirable criteria

• Good knowledge of speciality specific patient pathways

We support the NHS Flex for the Future pledge

We welcome conversations about flexible working from day one, including options such as adjusted hours, compressed hours and other arrangements. If flexibility matters to you, please talk to us - we’ll be happy to explore what’s possible for the role and the service.

Your recruitment team

The NHS South West London Recruitment Hub is your dedicated recruitment team, here to support you at every stage of the process. If you have a query, please contact us:

E: [email protected]

Your application

Please ensure your supporting statement clearly reflects the job description and person specification, as shortlisting will be based on these criteria.

Please refer to the latest UKVI guidance and ensure you have the appropriate right to work before applying for this role.

Use of Artificial Intelligence
We kindly ask that you avoid using AI tools to draft your application. We value authentic, individual responses that reflect your own experience and communication style.

References

Please provide a minimum of 3 years’ employment and/or education history, including professional email addresses (not personal accounts such as Hotmail or Gmail). If you cannot provide these, please inform the interview panel to avoid delays in pre-employment checks.

Closing date

To help us manage recruitment efficiently, some vacancies may close early once we have received a sufficient number of applications.

Shortlisting

If you are successfully shortlisted, you will be contacted by email or SMS from the South West London Recruitment Hub. Please check your registered TRAC email regularly.

Application feedback

If you do not hear from us within four weeks of the closing date, please assume your application has not been successful on this occasion.

Safeguarding and DBS Checks

We are committed to safeguarding children and vulnerable adults. For roles with direct access to these groups, an Enhanced Disclosure and Barring Service (DBS) check will be required. All staff are expected to understand and uphold their safeguarding responsibilities as part of their role.

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.

Application numbers

This vacancy may have an application cap, so please apply promptly to avoid disappointment. Ensure your supporting statement clearly shows how you meet the job specifications.

Further details / informal visits contact

Name

rodelle sheehan

Job title

Service support Manager

Email address

[email protected]

Telephone number

2623