About this role
Job summary
We are looking for a proactive and highly organised Administrator to provide comprehensive administrative and secretarial support to the MAU Managers within our busy hospital environment.
This is a key role requiring excellent communication, discretion, and the ability to manage multiple priorities while supporting the effective operation of the Unit Managers and wider clinical team.
You will be confident using Microsoft Office packages including Outlook, Word, Excel and Teams.
This is a part-time position of 19 hours per week spread over 4 or 5 days, Monday-Friday. You will be joining a friendly and welcoming team of healthcare staff.
If you are passionate about delivering high quality administrative support within healthcare and want to make a difference to patient care, we would love to hear from you.
Main duties of the job
To act as personal assistant to the Senior Sister / Charge Nurse and deputies, providing secretarial and administrative support.
To collate information and draft correspondence, for example, letters, reports, references and memorandum using own judgement and initiative.
Organise meetings, prepare agendas and take accurate minutes.
Manage emails, telephone calls and correspondence professionally and efficiently.
Support recruitment, onboarding and training administration.
Maintain accurate filing systems and ensure compliance with data protection policies.
Support and maintain effective communication with all members of the ward nursing team.
To monitor sickness records and ensure sick notes are obtained. To notify the Senior Sister / Charge Nurse when trigger points have been met for Occupational Health referral.
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
*Numerate and Literate *GCSE Grade C or above in Mathematics and English Language or equivalent. *RSA 2 or equivalent word processing
Desirable
*NVQ Level 3 in admin / related field or equivalent experience.
Experience Essential
*Experience of working in either a customer facing role or within the general public/patients. *Experience of a previous admin role in a Health Care Environment.
Additional Criteria Essential
*Excellent verbal and written communication skills with all levels of staff. *Maintain high level of accuracy. *Professional telephone skills / manner. *Excellent organisational and prioritising skills including own workload. *Excellent written skills -- message taking, document completion and minute taking. *Demonstrate negotiating skills -- ward team, other departments, patients and relative. *Working knowledge of computer systems and ability to learn quickly. *Positive and flexible attitude to work. *Demonstrates an understanding of the need for patient focused care. *Able to work effectively on own or as part of a diverse team and meet tight deadlines. *Able to recognise and resolve routine issues referring where appropriate. *Ability to treat everyone with whom they come into contact with dignity and respect. Knowledge: *Understanding the need for confidentiality and to remain impartial. *Knowledge of need for prevention of cross infection. Personal Attributes: *Ability to remain calm under pressure. *Ability to manage difficult and stressful situations. *To be conscientious and hard working. *To be reliable, flexible and honest. *Able to use own initiative.
Desirable
*Good working knowledge of IT applications including Microsoft Office Packages (ie. Outlook, Word, Excel) *Prepared to undertake further training
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)