University Hospitals Birmingham NHS Foundation Trust

Band 3 Ward Administrator - Trauma and Orthopaedics

The closing date is 11 February 2026

Job summary

The post holder will provide secretarial and administrative support to the Ward Managers and deputies, acting as personal assistant, being first point of contact for all non-clinical issues on behalf of the Senior Sister / Charge Nurse.

*The Ward Administrator will work co-operatively with colleagues, as part of the team and perform additional duties as and when directed by the Senior Sister / Charge Nurse, to enable the ward nursing staff to undertake direct patient care. Work cooperatively as part of the multi-disciplinary team supporting colleagues in work associated with patient care.

Overview of Responsibilities:

*Ensure the Senior Sister / Charge Nurse and deputies receive secretarial and administrative support by acting as a personal assistant.

*To manage the administration and coordination of annual leave, staff attendance records and updating of personal files.

*Coordinate and arrange all study and mandatory training requirements for ward staff.

*Liaise with Senior Sister / Charge Nurse regarding HR and staffing issues.

*Request bank and agency cover as directed by the Senior Sister / Charge Nurse

Main duties of the job

*It is the responsibility of all ward staff to report faults and request repairs of ward equipment with the maintenance and medical engineering staff. The Ward Administrator will liaise with the Ward Housekeeper regarding the coordination of logging / chasing up of outstanding requests.

*Liaise with the estates department regarding all work to be carried out on the ward. Obtaining quotes, authorising the funding of paid jobs and coordinating the completed of work to be carried out.

*To monitor and determine stationery requirements, ensuring all ad-hoc stationery and miscellaneous items (not on hospital top up) are ordered through supplies.

*To interact with procurement and external supplies to obtain product details and quotes for purchases.

*Coordination of ward environment budget expenditure and ordering.

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

05 February 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Part-time, Flexible working

Reference number

304-9013440

Job locations

Heartlands Hospital

Bordesley Green E

Birmingham

West Midlands

B9 5SS

Job description

Job responsibilities

MAIN DUTIES AND TASKS CONTINED:

*To design, create and display laminated notices and posters.

*To provide any ad-hoc photocopying and ordering of documentation that is not undertaken by the Ward Clerk.

*To verify the nominal role against funded establishment and resolve any discrepancies relating to staffing with finance.

*To act as a Team Briefer in line with Trust Policy.

Communication and Information duties:

*Converse with patients and visitors when appropriate, being mindful of good relationships between patients, staff and relatives.

*Answer the telephones in a polite and professional manner and deal with enquires as appropriate, passing on written and verbal information as required to colleagues.

*Support and maintain effective communication with all members of the ward nursing team.

*Communicate effectively with patients, carers and relatives recognising their needs for alternative methods of communication (if in any doubt of what these needs are, the post holder is requested to seek advice).

*Assist with the education and training of others undertaking similar work, during their induction period.

*Participate in quality assurance audits and any work arising from action plans.

Please note for a specific detailed job description for this vacancy please see attached job description.

Job description

Job responsibilities

MAIN DUTIES AND TASKS CONTINED:

*To design, create and display laminated notices and posters.

*To provide any ad-hoc photocopying and ordering of documentation that is not undertaken by the Ward Clerk.

*To verify the nominal role against funded establishment and resolve any discrepancies relating to staffing with finance.

*To act as a Team Briefer in line with Trust Policy.

Communication and Information duties:

*Converse with patients and visitors when appropriate, being mindful of good relationships between patients, staff and relatives.

*Answer the telephones in a polite and professional manner and deal with enquires as appropriate, passing on written and verbal information as required to colleagues.

*Support and maintain effective communication with all members of the ward nursing team.

*Assist with the education and training of others undertaking similar work, during their induction period.

*Participate in quality assurance audits and any work arising from action plans.

Please note for a specific detailed job description for this vacancy please see attached job description.

Person Specification

Qualifications

Essential

* Numerate and Literate
* GCSE Grade C or above in Mathematics and English Language or equivalent.
* RSA 2 or equivalent word processing

Desirable

* NVQ Level 3 in admin / related field or equivalent experience.

Experience

Essential

* Experience of working in either a customer facing role or within the general public/patients.
* Experience of a previous admin role in a Health Care Environment.

Person Specification

Qualifications

Essential

* Numerate and Literate
* GCSE Grade C or above in Mathematics and English Language or equivalent.
* RSA 2 or equivalent word processing

Desirable

* NVQ Level 3 in admin / related field or equivalent experience.

Experience

Essential

* Experience of working in either a customer facing role or within the general public/patients.
* Experience of a previous admin role in a Health Care Environment.

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)