Band 2 Administrator/clinic Coordinator

7 days ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham Full time

Job summary:

We are looking to recruit an Administrator/Clinic Co-ordinator to join our team.

You will assist in the provision of an effective administrative service to support the department/team, includes the coordination of Clinics.

You will be required to undertake a variety of clerical tasks including:

  • Word processing and creating basic documents.
  • Managing department Clinics to include co ordination of patient appointments.
  • Data input, accurately inputting data using a variety of Trust IT systems in a timely way.
  • Undertake filing, photocopying, scanning of documents as required.
  • Answering the telephone and taking messages, dealing with them in a timely and efficient way and referring as appropriate.
  • Receive and open incoming post and take action as required.
  • Review and action electronic correspondence and disseminate appropriately.

Main duties, tasks & skills required:

  • Liaise with staff, service users and external agencies to provide a point of contact for the department.
  • Meet and greet visitors, communicating in a courteous manner.
  • Accurately record telephone messages and other enquiries and refer as appropriate
  • Liaise with other departments/teams as appropriate.
  • Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with difficult situations.
  • Deal effectively with complaints either face to face or on the telephone, escalating concerns as appropriate.
  • Responsible for data inputting into Trust IT Systems
  • Prepare documentation such as presentations, meeting agendas, reports, leaflets using a range of IT software.
  • Ensure all letters and information sent out is clear, accurate and informative.
  • Be fully conversant with Trust systems relevant to the role. Ensuring all data entered onto the Trust system is accurately entered in a timely way, making relevant changes as required. To develop and maintain an efficient individual filing sy, reports, complaints, research and results.
  • Be responsible for confidentiality in line with Trust policy and procedures.
  • Strictly adhere to Caldicott guidelines and the Data Protection Act.
  • Prepare and scan information onto Trust IT systems.
  • Photocopy and distribute documents as required.
  • Shred and destroy confidential documentation in line with Trust policy.

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.

Job description:

*Please Note : For a specific detailed job description for this vacancy, please see attached Job Description*
Person specification:
Qualifications:

Essential:

  • Good General Education e.g. GCSE English and Maths A-C GCSE LEVEL 9
  • 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 (e.g. Word, Excel and Outlook)
  • Experience of using IT systems

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