Job summary
To provide a comprehensive and full ranging administration and 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, co-ordinators and clerical support workers.
Main duties of the job
To provide day to day supervision to Administrators, coordinators and clerical officers and plan staff rota and cover as required
To ensure organisation of meetings, preparation of agendas and taking of minutes
Transcribe formal minutes of meetings, case conferences as required
To organise case conferences, seminars, training events and travel arrangements and assume responsibility for the daily management of the diaries
To provide and receive complex information on a daily basis
To exercise initiative and judgement based on acquired knowledge and experience
To undertake validation of data and provide assurance
To provide a point of contact for stakeholders and service users ensuring that any language or other communication barriers are overcome
Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations, reports and other relevant correspondence
To 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 them in an easy to understand manner.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
1. *Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
2. *Business Administration NVQ level 3 or equivalent experience in an Administrative environment
Desirable
3. Previous NHS experience
4. *Experience of extracting and manipulating data from a variety of IT systems
Experience
Essential
5. *Experience of dealing with the Public/Customer service experience
6. *Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
7. *Previous experience of transcribing formal minutes
8. *Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
9. *Experience of using IT systems
10. *Experience of working in a busy environment
11. *Experience of working in Healthcare
12. *Good Organisational skills
13. *Able to use own initiative and deal with the unpredictable
14. *Able to work under pressure and to multi-task
15. *Able to work to deadlines
Additional Criteria
Essential
16. *Knowledge of dealing with non- routine issues such as problem solving for an area of work
17. *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
18. *Good keyboard/ IT skills
19. *Good organisational skills and ability to multitask
20. *Good time management skills
21. *Ability to deal professionally with enquiries from staff, patients and visitors
22. *Understand confidentiality and apply the principles in everyday working practice
23. *Ability to pay attention to detail where there are predictable interruptions to the work pattern
24. *Ability to deal with stressful situations and sensitive issues
25. *The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values
26. *Work effectively and flexibly as part of a team to meet the needs of the services
27. *Confident in dealing with people at all levels
28. *Must be able to demonstrate an understanding of equality and diversity
29. *Mature open and flexible approach to work
30. *Demonstrates care and compassion
31. *Good inter-personal and communication skills
32. *Ability to work under pressure and deal with stressful situations
33. *Ability to travel to multiple sites