Band 4 Administrator/coordinator

3 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:

- The Trainee Nursing Associate (TNA) programme at University Hospitals Birmingham NHS Foundation Trust is the largest programme in the country with over 500 trainees on programme and three new intakes of trainees each year.
- Applicants must have a good general education including GCSE qualifications in both maths and English at Grade C or above (level 9-4) or equivalent; NVQ level 3 In Business Administration or equivalent experience in an administrative environment; significant experience in working with Microsoft packages in particular Excel; experience of working in busy environments; the ability to use their initiative and deal with the unpredictable, and excellent communication and customer care skills.

**Main duties, tasks & skills required**:
To work within the TNA Education Team collaboratively providing support with a range of administrative duties which may include:

- Organising and attending meetings and transcribing formal minutes. Preparing agendas for these meetings.
- Using Various Microsoft office software programmes including outlook, word, PowerPoint and excel to produce letters, reports and other relevant correspondence.
- To create/update databases in order to collect and monitor information to aid with the recruitment of Trainee Nursing Associate being recruited and who are already on programme.
- To distribute and prioritise incoming mail in shared and individual inboxes using judgement and experience to decide which requires urgent attention
- Working with the Education Team to coordinate clinical placements for the TNAs.
- Receive and make telephone calls dealing with any enquires.
- Accurately record telephone messages and other enquiries and refer as appropriate
- To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales

**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 (eg. 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 in a Secretarial/ Administrative role with a proven track record of problem solving
- Good Organisational skills
- Able to use own initiative and deal with the unpredictable
- Able to work under pressure and to multi-task
- Able to work to deadlines

**Desirable**:

- Experience of working in a busy environment
- Experience of working in Healthcare
- Previous experience of transcribing formal minutes

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

- Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
- 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 staff, patients and visitors
- Ability to pay attention to detail where there are predictable interruptions to the work pattern
- Ability to deal with stressful situations and sensitive issues
- 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 f

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