band 3 Administrator

3 weeks ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
We are looking for an organised, motivated, personable individual to join our team working in the successful UHB Dermatology Primary Care Diagnostic Hub. The post-holder will be at the forefront of the service, meeting patients and ensuring they receive fast skin cancer diagnosis and efficient treatment. The role covers work across a number of Birmingham based sites, including both acute hospitals and community based clinics; working within a large, supportive team to deliver high quality and efficient Teledermatology services.

The post holder will be involved in preparing paperwork for clinics, recording accurate medical histories and assisting the photographer in taking high quality images during appointments. They will work as part of a team providing comprehensive Administration / Co-ordination support to clinical services, ensuring this is patient focused and patients receive a compassionate and professional service.

The successful applicant will be working in conjunction with colleagues, patients, service users and internal and external stakeholders. They will work under indirect supervision and will directly contribute to and co-ordinate the efficient running of the service, ensuring that a seamless approach to patient care is delivered.

**Main duties, tasks & skills required**:
The post holder will:

- Liaise with staff, patients, service users and external agencies
- To provide a point of contact for service users
- Provide patients with non-clinical advice and information on a range of issues including appointment queries
- Notify patients of new or changes to appointments
- Meet and greet patients communicating in a sensitive and courteous manner
- Liaise with medical and nursing staff and other multi-disciplinary teams regarding patient appointments / pathways
- Deal effectively with complaints either face to face or on the telephone, and escalate concerns where necessary
- 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, escalating conflict situations where necessary
- Accurately record telephone messages and other enquiries and refer as appropriate
- 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

Note that this is a part time role with the possibility of extra hours. The post holder will work across sites, being based at Heartlands Hospital on Tuesday and Wednesday and QE on Friday. There is the opportunity for flexibility around clinic times.

**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 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
- Use of Oceano / Dragon /Optims software

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

- Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Good keyboard/ IT skills
- Good organisation skill

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