University Hospitals Birmingham NHS Foundation Trust
Band 5 Office Manager
How your CV stacks up
Upload your CV to see how well it fits this job role
?%
Job Summary
An opportunity to join Umbrella Sexual Health, part of UHB, one of the largest and most progressive integrated sexual health services in the UK, has arisen working directly with the Service Leadership to develop the service and Administrative functions.
We serve a diverse population across Birmingham & Solihull and are shaping a modern service built on digital pathways, strong governance and a clear focus on patient-centred care. This is a chance to influence how services are delivered at scale.
We are looking for an experienced and motivated Office Manager to lead and develop a high performing professional administrative function. This key role involves working with senior managers and clinical leaders to strengthen systems, improve pathways and embed efficient, digitally enabled ways of working.
You will provide operational leadership to the administrative and secretarial teams, ensuring the smooth running of services, managing complex workloads, and supporting staff development and performance. You will act as a central point of coordination for the leadership team, supporting decision making, governance and delivery.
Key deliverables include leading administrative redesign, improving data quality/reporting, strengthening digital processes and building a consistent, professional service across sites, working with other managers on a project and programme basis. This is an opportunity to shape the future of the service and make a direct impact on patient access, experience and outcomes.
Main Duties, Tasks & Skills Required
An opportunity to join Umbrella Sexual Health as Office Manager and take a lead role in one of UHB's most visible and fast-paced services is available.
This is a strong opportunity for an ambitious office leader who wants real breadth, accountability and influence with opportunities to progress in the future within the Trust.
We warmly welcome all applicants who have worked in matrix organisations or project environments and are used to leading across teams, managing competing priorities and improving how services work which will be a key part of this role.
You will lead the administrative and secretarial service, provide direct support to the Clinical Service Lead, Matron and General Manager, and help keep clinics, meetings and daily operations running smoothly across sites. Your remit will include diary and inbox management, rotas and annual leave, meeting coordination and formal minutes, reports and management information development in within the service on a project basis as directed by the General Manager.
Reasons to use Rodeo
Start with a chat, not a search bar
Grad scheme, placement, apprenticeship? Not sure what you want yet — that's fine. Your agent talks it through with you and turns "I have no idea" into a shortlist.
It searches the market for you
Every day your agent scans the market matching roles against what actually matters to you, not just keywords on a CV.
Only hits
No noise. No "maybe this fits." Just roles with a clear explanation of why they're right — and where to focus when applying.
We are looking for a credible, organised and calm leader with strong judgement, excellent communication, high-level IT skills and digital understanding and a proven record of delivering results in a busy setting. You should be confident with senior leaders, compassionate with patients and staff, and motivated by quality, efficiency and continuous improvement.
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
- Degree in Business Administration or relevant subject or equivalent experience and training
Experience
Essential
- Experience of dealing with the Public/Customer service experience
- Experience of working in an administrative role with a proven track record of problem-solving and managing a team of staff
- Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
- High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
- Experience of working in a busy environment working independently and exercising judgment and decision-making skills
- Experience in handling patient complaints
- Experience in managing clinics
- Experience of managing rotas
- Experience of minute taking
- Experience of recruitment and workforce planning
Get help with your application
Your very own career expert that helps elevate your application to the next level.
Desirable
- Experience of using UHB IT systems
- Experience of working in healthcare
- Experience of performance management, managing staff sickness
Additional Criteria
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Excellent keyboard / IT skills ensuring accuracy
- Highly developed prioritisation skills
- Organisation and coordination of meetings including the transcribing of minutes
- Good time management skills
- Ability to deal professionally with enquiries from staff, Patients and Visitors
- Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information
- Ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to deal with stressful situations and sensitive issues
- Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
- 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 work under pressure and deal with stressful situation
- Work effectively and flexibly as part of a team to meet the needs of the services
- Ability to travel to multiple sites
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
Lee Betteridge-Lyness
Lee.Betteridge-Lyness@uhb.nhs.uk
07468756138
Pay scheme
Agenda for Change
Band
Band 5
Salary
£32073.00 to £39043.00 Yearly
Contract
Permanent
Working pattern
Full-Time, Flexible Working
Reference number
304-1100783
Job locations
Umbrella Sexual Health Services
Whittall Street GUM Clinic
Birmingham
West Midlands
B4 6DH
Attachments
Job Description
Band 5 JD PS.pdf – 500KB Opens in a new window
“It took my CV and asked me questions relevant to understanding what kind of jobs to suggest for me. Suggestions were almost perfect. Jobs were exactly what I’ve been looking for.”
Jessica, London
Skills