Band 3 Facilities Administrator

5 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
To work as part of a team providing comprehensive Administration support to corporate services. Working in conjunction with colleagues, service users and internal and external stakeholders.

The post holder will work under indirect supervision and will directly contribute to and co-ordinate the efficient running of the service.

**Main duties, tasks & skills required**:

- Liaise with staff and service users and external agencies to provide a point of contact for service users
- To provide a point of contact for service users
- Meet and greet visitors communicating in a courteous manner
- Liaise with other departments / teams as appropriate
- Deal effectively with complaints either face to face or on the telephone and escalate concerns where necessary
- Escalate conflict situations where necessary
- Accurately record telephone messages and other enquiries and refer as appropriate
- 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
- 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 adhering to Caldicott Guidelines and Data Protection Act
- Create documents / spreadsheets / reports as required using IT Systems
- Use Trust systems to input electronic data as required
- To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
- Receiving and dealing with telephone enquiries as appropriate
- To maintain diaries as required
- Arrange meetings and appointments as necessary
- Photocopying, Scanning and filing letters and documents as required

Please see attached JD & PS

**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 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 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

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

- Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Good keyboard/ IT skills
- Good organisation skills and ability to multitask
- Good time management skills Ability to deal professionally with enquiries from staff, Patients and Visitors
- 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 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 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 travel to multiple sites

**Desirable**:

- Ability to wor

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