Job summary We are looking for an enthusiastic Operational Support Assistant (OSA) to join the team in Acute Medicine. The post holder will be a key member of the team and is expected to provide a comprehensive administrative support for Medical Rostering within the department, resolving day-to-day problems independently. Make decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with Departmental, Trust and National standards, policies, and procedures. Act as a source of advice and guidance, and the first point of contact for enquiries for the Acute Medicine Rota. Coordinate the preparation of agendas and minutes; ensuring appropriate follow up action completion as required. The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff, exercising discretion and upholding professional standards at all times. You will need to ensure accurate records on the department roster; linking to rostering rules and decisions undertaken to ensure safe management of services whilst ensuring access to training requirements for our medical trainees. The post holder will be a key member of the team will also support the senior management team with other admin duties as they arise. This may include arranging meetings, taking minutes, collating data, report writing. Main duties of the job Monitor AIM inbox and ensure that all urgent emails are dealt with appropriately and in a timely manner. Provide effective communication and problem solving both face to face and via telephone. Be the first point of contact for stakeholders who may be highly emotional and high distressed ensuring that any language or other communication barriers are overcome. Be sympathetic and sensitive to the requirements of staff, including dealing with a difficult situation, e.g. aggressive or demanding behaviour. Attend departmental meetings on a regular basis, this includes representing the operational team at Junior Doctor inductions and Junior Doctor Forums. Contribute to building effective teamwork in exchanging views, ideas and communicating effectivelThe Operational Support Assistant (OSA) is a key member of the operational team and is dedicated to co-ordinating all Acute Internal Medicine (AIM) clinical rotas and supporting the fill for General Internal Medicine (GIM) Acute gaps. Daily areas of responsibility will include: AIM Consultant Rotas (circa. 31 staff) AIM Doctor Rotas (circa. 48-55 junior medic staff and 12-16 registrar) Data collection & Reports on a range of related core activities: gaps, fill-rates, skill mix, sickness, supporting with directorate reports and Acute Med data collecting. Attending doctor handover every morning and being contact person for sickness/staffing issues. Reviewing TempRE and ensuring all shifts are added in a timely 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. Date posted 24 February 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number 304-1092379 Job locations Queen Elizabeth Hospital Mindelsohn Way Birmingham West Midlands B15 2TH Job description Job responsibilities Please Note : For a detailed job description for this vacancy, please see attached Job Description Job description Job responsibilities Please Note : For a detailed job description for this vacancy, please see 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 Experience of dealing with the Public/Customer service experience 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 Additional Criteria Essential 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 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 Experience of dealing with the Public/Customer service experience 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 Additional Criteria Essential 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. Employer details Employer name University Hospitals Birmingham NHS Foundation Trust Address Queen Elizabeth Hospital Mindelsohn Way Birmingham West Midlands B15 2TH Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)