University Hospitals Birmingham NHS Foundation Trust

Band 5 Office Manager - Neurology

The closing date is 01 April 2026

Job summary

The post-holder will be responsible for the provision of a comprehensive administrative and secretarial service for the department and directorate. You will ensure a smooth day-to-day running of office functions, including managing complex correspondences, maintaining confidential records, coordinating diaries, organising meetings and providing proactive administrative support to senior managers and clinical leads.

The postholder will be expected to exercise initiative, work autonomously, prioritise competing demands, and maintain excellent communication across the team and wider organisation.

The post holder will provide leadership to the secretarial team. This will include coordinating workloads, offering guidance and support, ensuring adherence to Trust policies and standards, and fostering a positive and efficient working culture. They will be responsible for monitoring performance, identifying training and development needs, assisting with recruitment processes, and contributing to service improvement activities to enhance the overall efficiency and effectiveness of the administrative function.

In addition to the above, you will act as personal assistant to the triumvirate team (Clinical service Lead, Matron and General Manager). The individual will be responsible for minute-taking, diary management, email management and arranging meetings. The post-holder will be expected to handle sensitive information with discretion and confidentiality.

Main duties of the job

To plan the day-to-day workload and to ensure the workload is carried out efficiently within the required timescales, dependant on the ever changing needs of the service

To plan and organise staff rotas and annual leave

To actively participate at Senior Management Team meetings and be part of strategic and organisation plans in order to deliver.

To be responsible for maintaining an effective filing system for all departmental paperwork and electronic records and delegation for filing within the team

To lead on the team's administrative systems and processes and implement improvements to the service on an on-going basis

To hold regular team meetings, conduct regular 1:1s, participate in administrative team meetings, service development meetings, and any other relevant meetings across sites as required

To identify training and development needs of the administration team

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 generate and update statistical and management information including reports as and when required

To be able to identify risks within the department and escalate as appropriate

To prioritise the demands of the team, managing frequent disruptions and conflicting priorities

To maintain a professional and confidential approach to work at all times

To analyse and promptly respond to problems or queries as required

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

20 March 2026

Pay scheme

Agenda for change

Band

Band 5

Salary

£32,073 to £39,043 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

304-1099831

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

*Degree in Business Administration or relevant subject or equivalent experience and training

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
*Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
*High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
*Experience of working in a busy environment working independently and exercising judgment and decision-making skills
*Experience in handling patient complaints
*Experience in managing clinics
*Experience of managing rotas
*Experience of minute taking
*Experience of recruitment and workforce planning

Desirable

*Experience of using UHB IT systems
*Experience of working in healthcare
*Experience of performance management, managing staff sickness

Additional Criteria

Essential

*Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Excellent keyboard / IT skills ensuring accuracy
*Highly developed prioritisation skills
*Organisation and coordination of meetings including the transcribing of minutes
*Good time management skills
*Ability to deal professionally with enquiries from staff, Patients and Visitors
*Confidentiality and tact necessary for dealing with
*people at all levels, and the most complex and sensitive information
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
*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 work under pressure and deal with stressful situation
*Work effectively and flexibly as part of a team to meet the needs of the services
*Ability to travel to multiple sites

Person Specification

Qualifications

Essential

*Degree in Business Administration or relevant subject or equivalent experience and training

Experience

Essential

*Experience of dealing with the Public/Customer service experience
*Experience of working in an administrative role with a proven track record of problem solving and managing a team of staff
*Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
*High proficiency of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
*Experience of working in a busy environment working independently and exercising judgment and decision-making skills
*Experience in handling patient complaints
*Experience in managing clinics
*Experience of managing rotas
*Experience of minute taking
*Experience of recruitment and workforce planning

Desirable

*Experience of using UHB IT systems
*Experience of working in healthcare
*Experience of performance management, managing staff sickness

Additional Criteria

Essential

*Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
*Excellent keyboard / IT skills ensuring accuracy
*Highly developed prioritisation skills
*Organisation and coordination of meetings including the transcribing of minutes
*Good time management skills
*Ability to deal professionally with enquiries from staff, Patients and Visitors
*Confidentiality and tact necessary for dealing with
*people at all levels, and the most complex and sensitive information
*Ability to pay attention to detail where there are predictable interruptions to the work pattern
*Ability to deal with stressful situations and sensitive issues
*Ability to work under pressure whilst meeting deadlines and adapt to changes in demand and workload
*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 work under pressure and deal with stressful situation
*Work effectively and flexibly as part of a team to meet the needs of the services
*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

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)