Band 3 Department Administrator/Support Secretary
This job is now closed
Job summary
The post holder is a key member of the Therapy Services team and is expected to provide high quality administrative and secretarial support to the department, with particular responsibility for managing a range of Trust software programmes, Allocate, SAGE, Finance Tools, etc.), typing correspondence / minutes.
The individual is expected to work, using their own initiative to resolve issues on a daily basis, responsible for recruitment processes, Allocate exceptions, clinical and non-stock ordering, liaising with external agencies to maintain therapist staffing levels.
To answer incoming calls and queries to the Department/Division and provide administration of staff attendance records and personal files, oversee mandatory training schedule and appraisal tracking system, audit collection of staff self-referrals, monitor and report on evaluation of performance, organise local induction of new staff.
Main duties of the job
Undertake appropriate data validation in both patient and non-patient systems eg. Allocate, Oceano, SAGE, Finance Tools, Clinical Portal. Working to clear guidelines and monitored by line manager. To manage set staffing levels requesting /booking all agency usage. Processing and completion of agency documentation, following set guidelines regarding authorisation measures, submitting to tight deadlines. . To interact with Therapy heads / recruitment and payroll, regarding staffing issues and vacancies. To Generate and prepare all relevant manpower documentation, regarding new starters, staff changes i.e. grade, hours, transfers, secondments, terminations requests for unpaid and maternity leave in a timely manner to ensure deadlines are met. To provide admin support to the departmental recruitment process, managing and updating tracker. Working days will be Monday to Wednesday 9 - 5pm. This is a part time role working 22.5 hours per week.
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.
Details
Date posted
08 December 2023
Pay scheme
Agenda for change
Band
Band 3
Salary
£22,816 to £24,336 a year
Contract
Permanent
Working pattern
Part-time, Flexible working
Reference number
304-1078228DH
Job locations
Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
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)
Employer contact details
For questions about the job, contact:
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