Band 4 ED Administrator
The closing date is 02 June 2025
Job summary
The ED Administrator provides comprehensive and confidential administrative and secretarial support to the Consultant, Matron, Senior Nursing, and Operational Team. This role involves managing administrative workloads, organising meetings, preparing agendas, taking minutes, arranging case conferences and travel, and coordinating the medical team's diary.
The ideal candidate will have prior secretarial experience, strong organisational and communication skills, and the ability to take minutes accurately. The role requires working both independently and as part of a team, handling multiple priorities under pressure while maintaining excellent time management.
A high level of initiative and judgment is essential, ensuring confidentiality and professionalism at all times. Additionally, the post holder will serve as a sensitive and empathetic point of contact for service users. This role is critical in supporting the Multi-Disciplinary Team (MDT) and ensuring efficient administrative operations within the department.
Main duties of the job
Key Responsibilities:
* Handle and process complex clinical and non-clinical information, exercising initiative and sound judgment in responding to inquiries.
* Transcribe a range of medical documents, completing meeting minutes including clinical letters, discharge summaries, reports, and teaching materials, requiring strong knowledge of medical terminology.
* Draft patient correspondence on behalf of consultants in a professional and empathetic manner.
* Act as a key point of contact for GPs, healthcare professionals, patients, and their families, often dealing with highly emotional or distressed individuals.
* Manage patient pathways by providing information, reassurance, and resolving queries with professionalism and sensitivity.
* Utilise Microsoft Office and hospital systems for administrative tasks, including scheduling, correspondence, and data management.
* Maintain efficient filing systems for correspondence, reports, research, and statistical data.
* Coordinate with medical records and prioritise incoming mail, ensuring urgent matters are promptly addressed.
* Perform general administrative duties such as photocopying, emailing, ordering supplies, and maintaining office equipment.
* Provide cover for the secretarial team during periods of leave or absence.
Communication & Problem-Solving:
* Liaise effectively with staff, patients, and service users, ensuring accurate telephone messaging and professional communication.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Details
Date posted
19 May 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
304-9005334-1
Job locations
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Employer details
Employer name
University Hospitals Birmingham NHS Foundation Trust
Address
Heartlands Hospital
Bordesley Green E
Birmingham
West Midlands
B9 5SS
Employer's website
https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)
Employer contact details
For questions about the job, contact:
Supporting documents
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