University Hospitals Birmingham NHS Foundation Trust
Band 5 Office Manager
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Band 5 Office Manager
Job Summary
The post-holder will be responsible for the provision of a comprehensive administrative and secretarial service for the department and directorate. You will ensure a smooth day-to-day running of office functions, including managing complex correspondences, maintaining confidential records, coordinating diaries, organising clinics, organising meetings, and providing proactive administrative support to senior managers and clinical leads.
The postholder will be expected to exercise initiative, work autonomously, prioritise competing demands, and maintain excellent communication across the team and wider organisation.
The post holder will be responsible for monitoring performance, identifying training and development needs, assisting with recruitment processes, and contributing to service improvement activities to enhance the overall efficiency and effectiveness of the administrative function.
The individual will be responsible for minute-taking, diary management, email management, and arranging meetings. The post-holder will be expected to handle sensitive information with discretion and confidentiality.
This is for 22.5 hours per week on a 12-month fixed-term contract/secondment.
Main Duties, Tasks & Skills Required
- Providing non-clinical advice to patients
- Leading on the team's administrative systems and processes and implementing improvements to the service on an ongoing basis.
- Ensuring protocols and guidelines are developed and adhered to.
- Cooperating in the introduction of new technology and new working practices to ensure the smooth running of the department.
- Implementing changes to working practices for own work area.
- Being aware of technological advances and proposing new ways of working in relation to service improvements.
- Being responsible for organising, gathering, and compiling information and ensuring this is available within deadlines.
- Assisting with the collection and provision of statistical data as required.
- Transcribing minutes of meetings, case conferences as required.
- Being responsible for confidentiality in line with Trust policy and procedures.
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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 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
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
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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
Lorna Alencar
07353097382
Pay scheme
Agenda for Change
Band
Band 5
Salary
£32073.00 to £39043.00 Yearly
Contract
Fixed Term
Duration
12 Month(s)
Working pattern
Part-Time, Flexible Working
Reference number
304-1101002
Job locations
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
Attachments
- Job Description
- Band 5 JD PS.pdf – 472KB Opens in a new window
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