Band 3 Administrative Assistant

2 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
University Hospitals Birmingham is host to one of the UKs largest and comprehensive Audiology services operating across four acute Hospitals and multiple sites within the community. As an IQIPS accredited service we are recognised for excellence and provide the unique opportunity to work in a service alongside colleagues recognised nationally and internationally as experts within the field of Audiology and Otology.

The Audiology department are looking for a dynamic and professional Administration Assistant to work alongside a team of experienced secretarial, administrative and clinical staff based at the Queen Elizabeth Hospital.

The role will require you to communicate directly with patients and their families.

This is a part time role and it is essential that applicants have the ability to work on Monday's and Friday's plus one or two additional days to be agreed.

Informal enquiries can be made to Tracey Greene 0121 371 7128.

**Main duties, tasks & skills required**:
The post holder will be a point of contact for patients and it is essential that they present in a professional, friendly and approachable manner.

The post holder will undertake a wide range of administrative duties. These will include managing stock, answering the telephones, managing clinic diaries, booking/ rearranging appointments, digital dictation letters and receiving incoming post.

We require the post holder to be hardworking, proactive, and reliable, be able to work to a high standard of accuracy and be able to use their own initiate when working under pressure.

**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.

**Job description**:
*Please Note : For a 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 9-4.
- Business Administration NVQ level 3 or equivalent experience in a clerical 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).

**Desirable**:

- Experience of working in Healthcare.
- Experience of using Oceano PAS, Clinical Portal, Optims and Audio typing IT systems.

**Additional Criteria**:
**Essential**:

- Experience of managing and controlling levels of stock.
- Good communication / customer care skills both written and verbal, demonstrating sympathy and compassion.
- Good keyboard / IT skills.
- Good organisational skills and ability to multitask.
- Good time management skills.
- Ability to deal professionally with enquiries from patients and staff.
- Ability to problem solve.
- Ability to pay attention to detail where there are predictable interruptions to the work pattern.
- Ability to deal with stressful situations and sensitive matters.
- 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.
- Flexibility to change start/ finish times to provide cover during times of sickness absence and annual leave.

**Desirable**:

- Experience of ordering stock.

**Disclosure and Barring Service Check**:

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