University Hospitals Birmingham NHS Foundation Trust

Band 4 Operational Support Assistant Trauma & Orthopaedics

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Job summary

An exciting opportunity has come up within the fast -- paced department of Trauma & Orthopaedics supporting the operational team.

The post holder will be working directly alongside an established Operational Manager, Service Manager and other administrative members of the management team to provide an efficient service.

The role will primarily focus on supporting the department achieving the national RTT targets and will also support the Operational Management Team with general day to day administrative tasks which will include Maintaining shared documents and tracking of TCI's with the most up to date and accurate information, Compiling agenda's and minute taking for monthly and quarterly governance meetings and supporting with clinic capacity, validation of PBWL and actioning PIFU requests.

The successful candidate will possess good organisational and administrative skills along with an ability to communicate with all levels of staff within the Trust to include nurses, patients, and consultants.

Main duties of the job

- Day to day management of Patient Tracking List (PTL) for outpatients and inpatient to ensure there are no breaching patients against current RTT Targets. F/Up OPWL and RTT validation -- including actions. Attend weekly PTL Meetings and Attend weekly OPWL capacity and demand meetings.

-Demand and capacity reviews of outpatient clinics with Office Manager & supporting with PIFU requests.

-Maintaining all shared documents required and tracking of TCI's with the most up to date and accurate information. Compile cancellation report for GHH and SHH Elective Theatre's weekly and distribute to OM and GM for their input / comments and validation.

- Attend Governance Meetings, Complete and disseminate agendas. Manage Teams channel -- adding and removing new starters /leavers. Upload presentations /Audits to teams channel. Book rooms as required. Take minutes and disseminate with 1 week of the meetings.

-Attending Junior Doctor Inductions and Arranging IT/smartcards / and assisting with new clinic builds.

-Raising Consultant additional Session requests (ASAPs) on to the system within appropriate timeframe as directed by OM.

-Attend weekly rota meetings and assist Operational Team with any consultant and junior doctor gaps that may occur due to annual leave, sickness & absence.

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

29 January 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

304-9002788

Job locations

Trustwide

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 (eg. 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 multi-task
*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

*Plus 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
*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 (eg. 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 multi-task
*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

*Plus 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
*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

Trustwide

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Employer's website

https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)

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 (Opens in a new tab)