University Hospitals Birmingham NHS Foundation Trust
Band 3 Administrator/Co-ordinator - Clinical
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Job Summary
Are you an organised and proactive administrator looking to make a real difference to patient care? We are seeking a Clinical Administrator/Coordinator to join our Healthcare for Older People and Stroke team, providing high quality administrative and coordination support that helps ensure the smooth and effective delivery of clinical services.
This is an exciting opportunity to work within a busy multidisciplinary environment where your skills will directly support patient pathways, clinical teams, and service delivery. You will be responsible for providing a professional, confidential, and responsive administrative service, working closely with clinicians, patients, carers, and colleagues across the Trust.
The successful candidate will be highly organised, able to manage competing priorities, and confident working with a variety of stakeholders. Excellent communication skills, attention to detail, and a commitment to delivering outstanding customer service are essential. You will be comfortable handling sensitive information, maintaining accurate records, and supporting a range of routine and non-routine administrative activities in line with Trust policies and information governance standards.
If you enjoy working in a fast-paced environment, taking ownership of your workload, and contributing to the delivery of safe, effective, and patient-centred care, we would love to hear from you.
Main Duties, Tasks & Skills Required
As a Clinical Administrator/Coordinator, you will provide comprehensive administrative support to the clinical service, ensuring the efficient coordination of day-to-day activities. Your duties will include:
- Managing diaries
- Arranging meetings
- Coordinating clinics and service activities
- Preparing agendas and meeting papers
- Taking minutes
- Maintaining accurate records and databases
You will act as a key point of contact for patients, carers, healthcare professionals, and external organisations, responding to enquiries in a professional and timely manner. The role also involves:
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- Processing correspondence
- Supporting patient appointments and pathways
- Maintaining electronic and paper records
- Ensuring all information is handled confidentially and in accordance with Trust policies
You will support reporting, data entry, and routine monitoring activities, while also assisting with:
- Ordering supplies
- Processing invoices
- Maintaining accurate procurement records
Working independently and as part of a multidisciplinary team, you will prioritise workloads, meet deadlines, and contribute to service improvements and operational effectiveness.
This role offers the opportunity to play an important part in delivering high-quality clinical services by providing reliable, efficient, and patient-focused administrative support across Healthcare for Older People and Stroke services.
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
Please Note: For a detailed job description for this vacancy, please see attached Job Description
Person Specification
Qualifications
Essential:
- Good general education, including GCSE English and Maths (Grade A-C / 9-4).
- NVQ Level 3 in Business Administration or equivalent administrative experience.
Desirable:
- IT qualification such as ECDL.
- RSA Level 3 typing or equivalent experience within administrative environment.
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Experience
Essential:
- Experience working with the public and delivering high-quality customer service.
- Experience using Microsoft Office applications (Word, Excel, Outlook).
- Experience using IT systems for data entry and information retrieval.
- Experience working in a busy, fast-paced environment.
- Understanding of confidentiality, data protection and information governance requirements.
Additional Criteria:
Essential:
- Previous experience working in an administrative role, preferably within a health or care setting.
- Ability to maintain confidentiality and handle sensitive patient or service-related information appropriately.
- Experience of coordinating meetings, clinics, or service activities.
- Experience of diary management or appointment scheduling.
- Ability to plan, prioritise, and manage own workload to meet deadlines and service requirements.
Desirable:
- Previous NHS administrative experience.
- Experience of using NHS financial or ordering systems, such as iProc (Oracle), SAGE, or other Trust systems.
- Understanding of the importance of patient-centred care and the role of clinical administration in supporting patient pathways.
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.
For Help With Your Application, Contact
Gaurav Jindia
Email: gaurav.jindia@uhb.nhs.uk
Phone: 07350426133
Pay scheme
Agenda for Change
Band
Band 3
Salary
£25760.00 to £27476.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-9017350
Job locations
Good Hope Hospital
Rectory Rd
Sutton Coldfield
West Midlands
B75 7RR
Attachments
- Job Description
- JD PS.pdf – 426KB Opens in a new window
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