Job summary
To provide a comprehensive and full ranging administration/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 rotas 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
- Organise case conferences, seminars, training events and travel arrangements and assume responsibility for the daily management of the diaries
- 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
- Create databases to collect and monitor information to assist with the collection and provision of statistical data as required
- To undertake typing which may include touch typing from audio and/or copy typing from written documentation
- To distribute and prioritise incoming mail, to decide which documents require urgent action and which may be passed to other areas
- Provide reciprocal cover for the wider administration team during annual leave and sickness absence
- Receiving and dealing with telephone enquiries as appropriate
- Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
- To carry out any other administrative duties including faxing, photocopying, scanning, emailing, ordering stationery.
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
Communication:
- To provide a point of contact for service users
- Provide effective communication and problem solving both face to face and via telephone
- Be sympathetic and sensitive to the requirements of staff and service users when communicating by telephone or face to face, including dealing with difficult situations
- Attend departmental meetings on a regular basis
- Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
Analytical and Judgemental Skills/Freedom to Act:
- 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
- Ability to make decisions relating to non-routine enquiries and issues.
- Ability to problem solve and provide alternative solutions
- Ability to recognise situations that should be referred to the Line Manager and take prompt and appropriate action
Planning and Organisational Skills:
- Organise own day-to-day work and prioritise team tasks as required showing an ability to prioritise in order to achieve set timescales
- Arrange conferences and trainings including venues and hospitality as required.
- Arrange transport as required
- Arrange and prioritise meetings and case conferences as appropriate
Policy and Service Responsibilities:
- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to across the team
- Proposed changes to working practices for own work area
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services
Responsibility for staff:
- To provide day to day supervision to administrators, coordinators and clerical staff and plan staff rotas and cover as required
- Book bank staff as required
- Participate in the induction and training of all new members of staff in the department
- Demonstrate own activities to new / less experienced staff
Responsibility for Information:
- To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, documentation relevant to the department
- Prepare documentations such as presentations and leaflets
- Be responsible for confidentiality in line with Trust policy and procedures
- Accurately input data using a variety of Trust IT systems in a timely way
- Prepare and scan information onto the Trust IT systems
- Ensure all information held is kept up to date
- Be responsible for the quality of personally generated information
- Shred and destroy confidential documentation in line with Trust policy
- Provide information / produce reports at an appropriate
- Input staff information into the Electronic Staff Record adhering to confidentiality
Job description
Job responsibilities
Communication:
- To provide a point of contact for service users
- Provide effective communication and problem solving both face to face and via telephone
- Be sympathetic and sensitive to the requirements of staff and service users when communicating by telephone or face to face, including dealing with difficult situations
- Attend departmental meetings on a regular basis
- Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
Analytical and Judgemental Skills/Freedom to Act:
- 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
- Ability to make decisions relating to non-routine enquiries and issues.
- Ability to problem solve and provide alternative solutions
- Ability to recognise situations that should be referred to the Line Manager and take prompt and appropriate action
Planning and Organisational Skills:
- Organise own day-to-day work and prioritise team tasks as required showing an ability to prioritise in order to achieve set timescales
- Arrange conferences and trainings including venues and hospitality as required.
- Arrange transport as required
- Arrange and prioritise meetings and case conferences as appropriate
Policy and Service Responsibilities:
- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to across the team
- Proposed changes to working practices for own work area
- Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services
Responsibility for staff:
- To provide day to day supervision to administrators, coordinators and clerical staff and plan staff rotas and cover as required
- Book bank staff as required
- Participate in the induction and training of all new members of staff in the department
- Demonstrate own activities to new / less experienced staff
Responsibility for Information:
- To develop and maintain an efficient individual filing system on behalf of the team to include correspondence, reports, documentation relevant to the department
- Prepare documentations such as presentations and leaflets
- Be responsible for confidentiality in line with Trust policy and procedures
- Accurately input data using a variety of Trust IT systems in a timely way
- Prepare and scan information onto the Trust IT systems
- Ensure all information held is kept up to date
- Be responsible for the quality of personally generated information
- Shred and destroy confidential documentation in line with Trust policy
- Provide information / produce reports at an appropriate
- Input staff information into the Electronic Staff Record adhering to confidentiality
Person Specification
Qualifications
Essential
- Maths and English GCSE, A*-C/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 working with a range of Microsoft Office packages
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
Desirable
- Able to use own initiative and deal with the unpredictable
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
- 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
- Work effectively and flexibly as part of a team to meet the needs of the services
- Must be able to demonstrate an understanding of equality and diversity
- Mature open and flexible approach to work
- Good inter-personal and communication skills
- Ability to work under pressure and deal with stressful situations
Person Specification
Qualifications
Essential
- Maths and English GCSE, A*-C/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 working with a range of Microsoft Office packages
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
Desirable
- Able to use own initiative and deal with the unpredictable
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
- 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
- Work effectively and flexibly as part of a team to meet the needs of the services
- Must be able to demonstrate an understanding of equality and diversity
- Mature open and flexible approach to work
- Good inter-personal and communication skills
- 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.
