Band 3 Departmental Administrator/Support Secretary

University Hospitals Birmingham NHS Foundation Trust

This job is now closed

Job summary

We are looking for an enthusiastic and experienced individual to be a key member of the Therapy Services team, working 30 hours a week. The post holder will be expected to provide high quality administrative and secretarial support to the department, with particular responsibility for managing a range of Trust software programmes ( Allocate, SAGE, Finance Tools, etc.), typing correspondence / minutes.

The individual is expected to work, using their own initiative to resolve issues on a daily basis, responsible for recruitment processes, ALLOCATE management, clinical and non-stock ordering, liaising with external agencies to maintain therapist staffing levels. To answer incoming calls and queries to the Department/Division and provide administration of staff attendance records and personal files, audit collection of staff self-referrals, monitor and report on evaluation of performance and organise local induction of new staff.

Applicants should have proven administration and organisational skills, as well as excellent interpersonal and communication skills. You should be able to work as part of a team but also have the ability to work under your own initiative, together with the ability to prioritise constantly changing workloads. An understanding of the need for discretion and diplomacy in a confidential setting are essential.

Main duties of the job

Applicants will be required to have a good level of education e.g. RSA II, NVQ 3 in admin or working towards NVQ 3, or equivalent. Also, office and receptionist experience, keyboard skills including good working knowledge of Microsoft Office and Oceano, and experience of dealing with patients and the general public.

Working days Wednesday, Thursday & Friday working Hours 8 - 4

For an informal discussion, please contact Sarah Flynn, Business Support Manager 0121 371 3802

Please note: This vacancy may close early depending on volume of applications.

Interview date 23.06.2023

Allocate management, Induction packs for new starters, ordering of items and uniforms via SAGE, Updating tracker on compliments, updating tracker for staff referrals, adding documentation to electronic staff files, photocopying, scanning & filing

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

Date posted

29 May 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

304-1072814PM

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

Word processing training or experience (E)
Good basic education -- especially written English, Maths, spelling (E)
Relevant previous experience (E)

Experience

Essential

Relevant experience in a Health Care setting (E)
Good organisational skills (E)
Ability to work flexibly (E)
Ability to work as part of a team (E)
Ability to prioritise workload and manage time effectively(E)
Ability to work to deadlines (E)
Knowledge of Microsoft Office systems & their management especially accurate data recording , filing etc (E)
Ability to deal with enquiries and problems (E) Knowledge/experience of the NHS (E)

Person Specification

Qualifications

Essential

Word processing training or experience (E)
Good basic education -- especially written English, Maths, spelling (E)
Relevant previous experience (E)

Experience

Essential

Relevant experience in a Health Care setting (E)
Good organisational skills (E)
Ability to work flexibly (E)
Ability to work as part of a team (E)
Ability to prioritise workload and manage time effectively(E)
Ability to work to deadlines (E)
Knowledge of Microsoft Office systems & their management especially accurate data recording , filing etc (E)
Ability to deal with enquiries and problems (E) Knowledge/experience of the NHS (E)

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.