About this role
Job summary
We are looking for an organised, motivated and compassionate Band 3 Administrator/Co-ordinator to provide comprehensive administrative and coordination support within a busy clinical service at University Hospitals Birmingham NHS Foundation Trust.
You will play an important role in supporting the efficient running of the service and helping to provide a seamless patient journey. You will act as a key point of contact for patients, relatives, clinical staff and other internal and external stakeholders, ensuring enquiries are handled professionally, sensitively and efficiently.
Key responsibilities include managing and coordinating patient appointments and clinic schedules, processing appointment attendance, responding to telephone and face-to-face enquiries, notifying patients of appointment changes and managing cancellations and rebooking. You may also monitor waiting lists, identify capacity issues and escalate concerns appropriately.
The role involves accurately maintaining patient information using Trust IT systems, preparing correspondence, reports and spreadsheets, managing electronic and paper records, arranging meetings, processing correspondence and ensuring information is accurate and up to date. Confidentiality must be maintained at all times in accordance with Trust policies, Caldicott principles and data protection requirements.
This is for 30 hours per week.
Main duties of the job
You will need excellent communication, customer service, organisational and IT skills, with the ability to prioritise and multitask in a busy environment. You should be confident dealing with patients, visitors and staff, including managing difficult or sensitive situations with professionalism and compassion.
You will work collaboratively with colleagues and demonstrate UHB's values of being Kind, Connected and Bold, contributing to a professional, patient-focused and supportive clinical service.
To work as part of a team providing comprehensive Administration / Co-ordination support to clinical services, ensuring this is patient focused and patients receive a compassionate and professional service.
Working in conjunction with colleagues, patients, service users and internal and external stakeholders.
The post holder will work under indirect supervision and will directly contribute to and Co-ordinate the efficient running of the service, ensuring that a seamless approach to patient care is delivered.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
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) 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 with a range of Microsoft Office packages (eg. Word, Excel and Outlook) *Experience of using IT systems
Desirable
*Experience of working in a busy environment *Experience of working in Healthcare
Additional Criteria Essential
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion *Good keyboard/ IT skills *Good organisation skills and ability to multitask *Good time management skills *Ability to deal professionally with enquiries from staff, Patients and Visitors *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 *Mature open and flexible approach to work *Demonstrates care and compassion *Good inter-personal and communication skills. *Good organisational skills *Team Player *Conscientious *Demonstrates reliability, motivation and commitment *Ability to travel to multiple sites
Desirable
*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.
Employer details Employer name University Hospitals Birmingham NHS Foundation Trust
Address Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
United Kingdom
Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)