Band 4 Admin Coordinator

2 weeks ago


Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
We are looking to recruit x3 Admin Co-ordinators to join our team on a fixed term contract until 31/03/2024, full and part time hours available. You will be rostered to work across 7 days, with a requirement to work 1 in 3 weekends. Typical working hours will be 8-4 or 9-5.

The post holder will be a key member of the team and is expected to provide a comprehensive and high quality administrative/Co-ordination service within the COVID Medicines Delivery Unit (CMDU).

Please note should the CMDU service close before the end of the contract (31/03/2024) redeployment opportunities will be explored within the Division.

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

- A key element of this role is leading improvement initiatives and support on projects within the Service to achieve continuous improvement in service provision. You will also be expected to support key meetings, preparing agendas and minutes.
- You will act as a personal assistant to the General Manager and Operations Manager, using initiative to prepare drafts of correspondence and reports, maintain diary appointments, arrange meetings and take messages using own initiative at times.
- You will provide a comprehensive and full ranging administration/co-ordination service, working in conjunction with colleagues, service users and stakeholders to provide an efficient service.
- It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. The post holder will provide an empathic and sensitive point of contact for service users.
- You will be responsible for the day to day training and supervision of other administrators/Co-ordinators.
- You will have knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations, reports and other relevant correspondence
- You will have an overview of all workflows in the admin team and ensure that robust processes are in place to provide an excellent service to both patients and colleagues.

Please see attached Job description for further information.

**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

Experience of dealing with the Public/Customer service experience

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

**Disclosure and Barring Service Check**:



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