University Hospitals Birmingham NHS Foundation Trust
Band 4 Operational Support Administrator
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Job Summary
The post holder will be joining the Management team at Good Hope Hospital and will provide a comprehensive and full-ranging administration/Co-ordination service. Working in conjunction with colleagues, service users, and stakeholders to provide an efficient service.
It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. The post holder will provide an empathic and sensitive point of contact for service users.
The post holder will be responsible for the day-to-day training and supervision of other administrators/Coordinators and clerical support workers.
Main Duties, Tasks & Skills Required
- Exercise initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times.
- Provide an empathic and sensitive point of contact for service users.
- Responsible for the day-to-day training and supervision of other administrators/Co-ordinators and clerical support workers.
- Knowledge of and ability to use various Microsoft Office Software programs including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations, reports, and other relevant correspondence.
- Develop and maintain an efficient individual filing system to include correspondence, reports, documentation relevant to the department.
- Create databases to collect and monitor information to assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate/present them in an easy-to-understand manner.
- Undertake typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports, and any other correspondence as required.
- Distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information.
- Provide reciprocal cover for Administration Team during annual leave and sickness absence.
- Receive and deal with telephone enquiries.
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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 the 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 in a Secretarial/Administrative role with a proven track record of problem-solving
- Good Organisational skills
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multitask
- Able to work to deadlines
Desirable
- Experience of working in a busy environment
- Experience of working in Healthcare
- Previous experience of transcribing formal minutes
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Additional Criteria
Essential
- 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
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.
For Help With Your Application, Contact
Cynthia D'Aguilar
07776077990
Pay scheme
Agenda for Change
Band
Band 4
Salary
£28392.00 to £31157.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-9017871
Job locations
Good Hope Hospital
Rectory Rd
Sutton Coldfield
West Midlands
B75 7RR
Attachments
Job Description
Band 4 JD PS.pdf – 321KB Opens in a new window
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