Band 3 Administrative Assistant - Occupational Health

University Hospitals Birmingham NHS Foundation Trust

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Job summary

We are excited to share three opportunities to join us as a Band 3 Administrative Assistant, where you will play an essential role in supporting the Occupational Health and Wellbeing team and ensuring smooth operations across all UHB sites. This is an exciting opportunity for a detail-orientated individual who thrives in a collaborative environment and is eager to make a meaningful impact. If you are enthusiastic and motivated this could be the opportunity for you.

These will be full-time positions, with one based at Good Hope Hospital and others negotiable across the four UHB sites. There is an expectation of the successful applicants to be able to support other Trust sites when needed.

The role is varied, with competing priorities and diverse tasks. Skills that would support success in the role include time management, computer proficiency, attention to detail, communication, organisation, adaptability, problem solving, customer service, multi-tasking and confidentiality.

Main duties of the job

*Provide effective communication and problem solving both face to face and via telephone

*Be sympathetic and sensitive to the requirements of staff and service users when communicating by telephone or face to face, including

dealing with a difficult situation, e.g. aggressive or demanding behaviour; escalating conflict situations where necessary

*Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision

*Ability to recognise situations that should be referred onto the Supervisor / Line Manager and take prompt and appropriate action

*The sending out of Occupational Health Reports, which can, at times, contain distressing information

*Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales

*Undertake work that has been prioritised by the Supervisor / Line Manager.

*Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of services

Skills that would support success in the role include time management, computer proficiency, attention to detail, communication, organisation, adaptability, problem solving, customer service, multi-tasking and confidentiality.

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.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Date posted

08 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1088448

Job locations

Trustwide

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

*Good General Education (e.g. GCSE English and Maths A-C) or GCSE Level 9-4

Experience

Essential

*Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
*Experience of using IT systems
*Experience of working in a busy office / customer care environment
*Experience with Data inputting

Desirable

*Experience working in an Occupational Health Service
*Telephone and reception experience
*Administrative experience

Additional Criteria

Essential

*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Standard keyboard / IT skills
*Good organisation skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, service users and stakeholders
*Ability to problem solve
*Understand confidentiality and apply the principles in every day working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Other Factors
*Ability to travel to multiple sites
*The post holder will have the ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to work under pressure and deal with stressful situations

Person Specification

Qualifications

Essential

*Good General Education (e.g. GCSE English and Maths A-C) or GCSE Level 9-4

Experience

Essential

*Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
*Experience of using IT systems
*Experience of working in a busy office / customer care environment
*Experience with Data inputting

Desirable

*Experience working in an Occupational Health Service
*Telephone and reception experience
*Administrative experience

Additional Criteria

Essential

*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Standard keyboard / IT skills
*Good organisation skills and ability to multitask
*Good time management skills
*Ability to deal professionally with enquiries from staff, service users and stakeholders
*Ability to problem solve
*Understand confidentiality and apply the principles in every day working practice
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Work effectively and flexibly as part of a team to meet the needs of the services
*Confident in dealing with people at all levels
*Must be able to demonstrate an understanding of equality and diversity
*Other Factors
*Ability to travel to multiple sites
*The post holder will have the ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to work under pressure and deal with stressful situations

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.