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 requiredTo ensure organisation of meetings, preparation of agendas and taking of minutesTranscribe formal minutes of meetings, case conferences as requiredTo organise case conferences, seminars, training events and travel arrangements and assume responsibility for the daily management of the diariesTo provide and receive complex information on a daily basisTo exercise initiative and judgement based on acquired knowledge and experienceTo undertake validation of data and provide assuranceTo provide a point of contact for stakeholders and service users ensuring that any language or other communication barriers are overcomeKnowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations, reports and other relevant correspondenceTo develop and maintain an efficient individual filing system to include correspondence, reports, documentation relevant to the departmentCreate 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 *Good General Education (eg.
GCSE English and Maths A-C GCSE LEVEL 9-4 *Business Administration NVQ level 3 or equivalent experience in an Administrative environment Desirable Previous NHS experience *Experience of extracting and manipulating data from a variety of IT systems 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 *Previous experience of transcribing formal minutes *Experience of working with a range of Microsoft Office packages (eg.
Word, Excel and Outlook) *Experience of using IT systems *Experience of working in a busy environment *Experience of working in Healthcare *Good Organisational skills *Able to use own initiative and deal with the unpredictable *Able to work under pressure and to multi-task *Able to work to deadlines Additional Criteria Essential *Knowledge of dealing with non- routine issues such as problem solving for an area of work *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion *Good keyboard/ IT skills *Good organisational skills and ability to multitask *Good time management skills *Ability to deal professionally with enquiries from staff, patients and visitors *Understand confidentiality and apply the principles in everyday working practice *Ability to pay attention to detail where there are predictable interruptions to the work pattern *Ability to deal with stressful situations and sensitive issues *The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values *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 *Ability to work under pressure and deal with stressful situations *Ability to travel to multiple sites