Administration and rota support Manager

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Fulfil your potential in hospitals that make history:

Charing Cross, Hammersmith, St Mary's, Queen Charlotte's & Chelsea and Western Eye.

With five world-renowned hospitals, Imperial College Healthcare NHS Trust is full of opportunity if you are looking to develop your healthcare career.

We are an NHS Trust of approximately 14,000 people, providing care for over a million and a half patients from north west London and beyond every year.

We have a rich heritage and an ambitious vision for the future of our patients and local communities.

With our partners, Imperial College London, and The Royal Marsden NHS Foundation Trust, we form Imperial College Academic Health Science Centre, one of 6 academic health science centres in the UK, working to ensure the rapid translation of research for better patient care and excellence in education.

We are proud of our heritage in innovation and we are early adopters of new insights in technologies, techniques and treatments for improving health.

Job overview

Are you a detail-orientated administration wiz looking to take on a new challenge? If so, we might just have the role for you!

We are seeking an energetic, friendly Administration and Rota Support Manager to lead a team within our Pharmacy directorate. This role requires a proactive individual skilled in managing people, processes, and productivity, ensuring a high-quality, efficient service across multiple sites. You will be responsible for overseeing administrative functions, including managing electronic rosters, tracking leave, organizing meetings, and ensuring service standards align with Trust policies.

In this role, you will support and monitor the performance of the administration team, taking ownership of the planning and prioritisation of tasks to maintain effective service delivery. A significant part of your role will involve troubleshooting and improving rostering and record management, ensuring smooth communication between pharmacy leadership, team members, and other stakeholders.

We're looking for a candidate with experience in administration and staff management, capable of handling escalated issues professionally and sensitively. This role will suit someone who can lead by example, prioritise tasks effectively, and communicate with clarity and confidence.

If you're committed to excellence in customer service, adept at team management, and ready to contribute to the success of our Pharmacy directorate, we would love to hear from you.

Main duties of the job

• Manages the people, processes and performance of an administration team within the pharmacy directorate
• Manages the planning and prioritization of the work associated with their team and organises all activities in order to achieve a cost effective, productive, high quality service.
• Provides cross site support to enable co-operation within and amongst teams.
• Provide support to record and monitor leave, book locums, interrogate rotas and to identify and act on problems with electronic rostering systems.

Working for our organisation

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Become part of a vibrant team living our values - expert, kind, collaborative and aspirational. You'll get an experience like no other and will fast forward your career.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share. Please talk to us at interview.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role and the person specification outlines the qualifications, skills, experience and knowledge required.

For both overviews please view the Job Description attachment with the job advert.

Person specification

Education/ qualifications

Essential criteria

• Degree level qualification or equivalent training and/or experience

Experience

Essential criteria

• Knowledge of administration procedures and computerised software
• Operational experience in a managerial role.
• Staff management including objective setting and appraisal, performance review & people development.
• Provision of management Information.

Skills/knowledge/ abilities

Essential criteria

• Ability to prioritise and delegate tasks appropriately
• Able to identify areas for improvement and implement processes as appropriate
• Understanding of providing excellent customer service
• Professional attitude

Please ensure you check your emails regularly as this is how we will communicate with you throughout the recruitment process. If you are shortlisted you will be contacted by email and text message (if you provide a mobile contact number).

Employer certification / accreditation badges

Documents to download

• Job description (PDF, 636.5KB)
• Functional Requirement Form (PDF, 272.6KB)
• Our Strategy 2023-25 (PDF, 230.4KB)