Job Summary
To provide secretarial support to the department/Team. This will include minute taking, assisting in preparing reports, organising and preparing educational activities, supporting with the organising of audit and collating the data, managing and maintaining the referrals to the Tissue Viability service.
The post holder will deal with telephone enquiries and emails from wards, other departments and external contacts, receive sensitive and confidential information on a day-to-day basis, action queries and re-direct calls as appropriate.
The post holder must be able to prioritise own workload, work using their own initiative and be able to communicate effectively with all levels of staff and other relevant personnel.
The post holder will be responsible for booking rooms and organising meetings both face to face and via Microsoft Teams, distributing agendas, minutes and booking representatives for meetings if appropriate.
The post holder will support the Tissue Viability Nurses to prepare resources and information for study days and trust wide education events.
A willingness to work on all Trust sites is essential.
Main Duties of the Job
1. Prepare letters, emails, reports and minutes of meetings, compile daily clinical spreadsheet.
2. Provide excellent skills in receiving and dealing with telephone, email & written enquiries. Accurately record messages and other enquiries and refer on as appropriate.
3. Arrange meetings and appointments both face to face or online.
4. Maintain diaries as required.
5. Be sympathetic and sensitive when communicating by telephone or face to face, including dealing with difficult situations.
6. Attend relevant meetings. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
7. Make decisions and take actions within the team relating to routine enquiries, recognise situations that should be referred onto the supervisor and take prompt and appropriate action.
8. Organise own day-to-day tasks showing an ability to prioritise to achieve set timescales.
9. Undertake work that has been prioritised by the team.
10. Book and monitor room bookings across multiple sites.
11. Work collaboratively as part of an integrated team.
12. Have a personal duty of care for all equipment and resources used.
13. Maintain stock control of stationary and clinical supplies.
14. Participate in the induction and training of new members of the team.
15. Accurately input and access data using all Trust IT systems in a timely way.
16. Ensure all information held is kept up to date and accurate, destroying confidential documents in line with Trust policy.
17. Provide cover across all sites as required.
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;
* Offering 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 Details
Date Posted: 08 April 2025
Pay Scheme: Agenda for change
Band: Band 3
Salary: £24,071 to £25,674 a year
Contract: Permanent
Working Pattern: Part-time, Flexible working
Reference Number: 12051
Job Locations: Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH
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 a clerical environment.
Experience Essential:
* Experience of dealing with the Public/Customer service experience.
* Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook).
* Experience of using IT systems.
Desirable:
* Experience of working in a busy environment.
* Experience of working in Healthcare.
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.
* Team Player.
* Conscientious.
* Demonstrates reliability, motivation and commitment.
* 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: Trustwide, Mindelsohn Way, Birmingham, West Midlands, B15 2TH
Employer's Website: https://www.uhb.nhs.uk/jobs.htm
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