Band 4 Administrator/Coordinator

University Hospitals Birmingham NHS Foundation Trust

The closing date is 07 March 2025

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Job summary

Are you currently looking for an exciting opportunity to work for one of the largest NHS Trusts in the country?

Are you ready for your next challenge? Do you want to try a new area of work?

If the answer is yes, we can help make that happen!

Who are we looking for?

-A can do person who gets involved and makes things happen.

-Fabulous admin based skillset

-Not phased by working in a busy and fast paced office

What can we offer?

Supportive teams who want you to shine.

Opportunity to get involved and influence what we do and how we do it.

Opportunity to help and support our senior managers and Trust Directors do what they need to do.

The role is located at Queen Elizabeth Hospital but there will be times when travel cross site is required.

Please read the job description and person specification and if you think it suits your current circumstances and lifestyle, hit that apply button -- we are waiting to hear from you!

For an informal discussion about the role please contact Kelly Bamber-O'Reilly, EA to Trust Secretary 01213714328, email Kelly.Bamber-O'Reilly@uhb.nhs.uk.

Main duties of the job

Provide full administrative duties to the team.

Diary management, arranging meetings including venue hire, catering & equipment.

First point of contact for staff & visitors.

To receive, prioritise & respond to incoming telephone calls, emails and other communications.

To compile letters.

Prepare and distribute agendas, attend meetings, take minutes and distribute.

To collate information, design and produce documents using a range of skills and software required. These will include flow charts, presentation (power point), databases (Excel).

To obtain personal & confidential information as required.

To devise, implement & maintain systems for ease of filing & retrieval of documents

To raise purchase orders on Trust finance systems.

Undertake office organisation.

Produce documents for the manager, such as spreadsheets, contracts, letters, memos policies and guidelines.

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

28 February 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

304-1092591

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 (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
Business Administration NVQ level 3 or equivalent experience in an Administrative environment

Experience

Essential

Experience of dealing with the Public/Customer service experience
Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
Previous experience of transcribing formal minutes
Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
Experience of using IT systems
Good Organisational skills
Able to use own initiative and deal with the unpredictable
Able to work under pressure and to multi-task
Able to work to deadlines

Additional Criteria

Essential

Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good keyboard/ IT skills
Good organisational skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff, patients and visitors
Understand confidentiality and apply the principles in everyday 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
Mature open and flexible approach to work
Demonstrates care and compassion
Good inter-personal and communication skills.
Good organisational skills
Ability to travel to multiple sites

Person Specification

Qualifications

Essential

Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
Business Administration NVQ level 3 or equivalent experience in an Administrative environment

Experience

Essential

Experience of dealing with the Public/Customer service experience
Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
Previous experience of transcribing formal minutes
Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
Experience of using IT systems
Good Organisational skills
Able to use own initiative and deal with the unpredictable
Able to work under pressure and to multi-task
Able to work to deadlines

Additional Criteria

Essential

Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good keyboard/ IT skills
Good organisational skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff, patients and visitors
Understand confidentiality and apply the principles in everyday 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
Mature open and flexible approach to work
Demonstrates care and compassion
Good inter-personal and communication skills.
Good organisational skills
Ability to travel to multiple sites

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.