University Hospitals Birmingham NHS Foundation Trust

Band 3 Ward Administrator

The closing date is 07 January 2026

Job summary

We are looking to appoint a self-motivated, enthusiastic, dynamic Ward Administrator to join our Heartlands Hospital Maternity Team. The successful candidate will be required to provide administrative and secretarial support to the Wards, Ward Managers and Matron. You will operate and act as part of a wider inpatient administrative team.

We are a well-established friendly team; we want you to thrive and excel in your role and will provide the resources to support your professional development and well-being. Working in conjunction with colleagues, service users and internal and external stakeholders, the post holder will work under indirect supervision and will directly contribute to and co-ordinate the efficient running of the service.

This is a 12 month fixed term/ secondment to cover Maternity leave.

Main duties of the job

*Liaise with staff and service users and external agencies to provide a point of contact for service users

*To provide a point of contact for service users

*Meet and greet visitors communicating in a courteous manner

*Liaise with other departments / teams as appropriate

*Deal effectively with complaints either face to face or on the telephone and escalate concerns where necessary

*Escalate conflict situations where necessary

*Accurately record telephone messages and other enquiries and refer as appropriate

*Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour

*Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively.

*Maintain confidentiality at all times adhering to Caldicott Guidelines and Data Protection Act

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.

Date posted

31 December 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

304-9013738

Job locations

Heartlands Hospital

Bordesley Green E

Birmingham

West Midlands

B9 5SS

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 with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
*Experience of using IT systems

Desirable

*Experience of working in a busy environment
*Experience of working in Healthcare

Additional Criteria

Essential

*Good communication / customer care skills both written and verbal, demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisation skills and ability to multitask
*Good time management skills
*Ability todeal professionally with enquiries from staff, Patients and Visitors
*Ability to problem solve
*Understand confidentiality and apply the principles in every day 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
*Team Player
*Conscientious
*Demonstrates reliability, motivation and commitment
*Ability to travel to multiple sites

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 with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
*Experience of using IT systems

Desirable

*Experience of working in a busy environment
*Experience of working in Healthcare

Additional Criteria

Essential

*Good communication / customer care skills both written and verbal, demonstrating sympathy and compassion
*Good keyboard/ IT skills
*Good organisation skills and ability to multitask
*Good time management skills
*Ability todeal professionally with enquiries from staff, Patients and Visitors
*Ability to problem solve
*Understand confidentiality and apply the principles in every day 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
*Team Player
*Conscientious
*Demonstrates reliability, motivation and commitment
*Ability to travel to multiple sites

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

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 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)