About this role
Job summary
We are seeking a proactive, highly organised Administrator/Coordinator to support senior colleagues and ensure meetings, papers and actions run smoothly. This Band 4 role is ideal for an experienced administrator who remains calm under pressure, manages competing priorities confidently and delivers excellent support.
You will provide high-quality administrative and coordination support within Corporate Affairs, including arranging meetings, preparing agendas and papers, taking minutes when needed, maintaining action logs and acting as a professional first point of contact for stakeholders. The role requires discretion, accuracy and the ability to work at pace.
University Hospitals Birmingham NHS Foundation Trust is one of the largest NHS Trusts in the country. Our values -- Kind, Connected and Bold -- shape how we work. In Corporate Affairs, you will join a supportive team that helps senior leadership and governance processes operate effectively.
We are looking for someone with strong administrative experience, excellent communication skills and the confidence to juggle priorities. You should be organised, accurate, professional and comfortable handling confidential information. Experience supporting senior managers and committees is desirable, and some governance experience is essential.
You will be reliable, proactive and able to build positive working relationships quickly, taking pride in keeping things running smoothly behind the scenes.
Main duties of the job
Provide high-quality administrative and coordination support within Corporate Affairs, acting as a professional first point of contact for internal and external stakeholders, dealing with routine enquiries and ensuring issues are directed to the correct team or lead. Support executive and committee administration by organising meetings, confirming arrangements, preparing and circulating agendas and papers, coordinating attendee requirements, taking accurate minutes where required and maintaining action logs to ensure timely follow-up. Maintain accurate records, trackers and databases, ensuring information is entered promptly, version controlled and stored securely in line with Trust guidance, confidentiality standards, Data Protection requirements and Caldicott principles.
Work within Trust policies, procedures and local processes, contributing to the review and updating of templates, procedures and standard operating processes where required. Use initiative to prioritise competing demands, resolve non-routine administrative issues and escalate sensitive, urgent or complex matters appropriately. Support service improvement by identifying process issues, suggesting practical solutions and helping implement agreed changes. Assist with reporting requirements by collecting, checking and presenting information clearly and accurately, and build effective working relationships with colleagues and stakeholders to help senior leadership and governance processes run smoothly.
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
*Knowledge of a broad range of administrative and coordination procedures and systems, including nonroutine processes, typically gained through training and experience to NVQ Level 3 in Business Administration (or equivalent qualification or experience). *Understanding of specialist terminology, organisational policies and procedures, and servicespecific requirements relevant to a corporate service environment. *Awareness of data protection, information governance and confidentiality standards, including relevant legislative and organisational compliance requirements.
Experience Essential
*Experience of working in a customerfocused or publicfacing role. *Experience of working in an administrative or secretarial role, with the ability to support service delivery effectively. *Demonstrable experience of using initiative and problemsolving skills to manage routine and nonroutine administrative tasks. *Understanding of the importance of confidentiality and information governance in a healthcare or public sector environment.
Desirable
*Experience of working in a busy environment *Experience of working in healthcare *Previous experience of transcribing formal minutes
Additional Criteria Essential
*Good verbal and written communication skills, demonstrating professionalism, empathy and compassion. *Ability to deal professionally and confidently with enquiries from staff, patients, visitors and external contacts. *Good IT and keyboard skills, including the use of standard office software and electronic systems. *Strong organisational skills, with the ability to manage competing priorities, multitask and meet deadlines. *Ability to work accurately and pay attention to detail in an environment with frequent interruptions. *Good timemanagement skills and the ability to work effectively under pressure. *Ability to handle sensitive and sometimes stressful situations calmly and appropriately. *Ability to use initiative, adapt to change and work effectively in unpredictable situations. *Confident in working with people at all levels and contributing positively to team working. *Demonstrates care, compassion and respect in all aspects of work. *Ability to work effectively, flexibly and collaboratively as part of a team to meet service needs. *Demonstrates an understanding of equality, diversity and inclusion and applies this in daily practice. *Mature, open and flexible approach to work. *Ability to travel to multiple sites as required by the role.
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 Trustwide
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
United Kingdom
Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)