Administrative Support Specialist

4 weeks ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham NHS Foundation Trust Full time

Position Overview

We are pleased to announce an opportunity for a dedicated Administrative Support Specialist to join our Surgical Services Team. This role is essential in providing comprehensive administrative assistance to our Lower GI, Upper GI, and Sarcoma Surgery Teams. Our department is known for its high volume of activity, catering to patients with both malignant and benign conditions. We seek a motivated and detail-oriented individual to contribute to our collaborative environment, ensuring exceptional patient care and adherence to organizational targets while maintaining accurate and timely data.

The ideal candidate will demonstrate strong time management and prioritization abilities to effectively meet organizational goals and deadlines. Proficiency in typing, IT skills, and communication is crucial, along with a keen attention to detail.

Key Responsibilities

The primary responsibilities of this position include:

  • Supporting the Band 4 Medical Secretaries.
  • Handling, distributing, and responding to Advice and Referral requests from General Practitioners.
  • Managing referrals through the EHRA System.
  • Performing audio typing for Clinical and Administrative correspondence.
  • Coordinating requests for Outpatient Clinic Rooms.
  • Submitting IT requests for Clinic setups.
  • Scheduling Outpatient appointments.
  • Monitoring unprocessed Outpatient appointments.
  • Engaging with staff at all levels via email and telephone.
  • Communicating with patients through telephone interactions.
  • Uploading clinical letters to the Clinical Portal.
  • Adding patients to waiting lists.

The successful candidate will work collaboratively within a team and may be required to assist with additional tasks as needed.

We are looking for an individual who is approachable and a team player, capable of thriving under pressure to meet organizational targets and deadlines. Excellent communication and interpersonal skills, along with strong IT capabilities, are essential, as is a commitment to delivering outstanding patient care.

About Our Organization

University Hospitals Birmingham NHS Foundation Trust is recognized as a leading healthcare provider in the UK. Our mission is to Build Healthier Lives, and we understand that achieving this requires exceptional staff.

We are committed to creating an optimal working environment for our employees, which includes:

  • Prioritizing the health and wellbeing of our staff, with a focus on flexible working arrangements where feasible.
  • Offering a diverse range of training and development opportunities to support personal and professional growth.

Our organization is dedicated to ensuring that all staff members are treated equitably and feel a sense of belonging, fostering a kind and inclusive workplace. This commitment to inclusivity is reflected at all levels of the organization, with active staff networks and initiatives aimed at promoting fairness and equity.

Qualifications

Essential Qualifications

  • Good General Education (GCSE English and Maths A-C) or equivalent.
  • Business Administration NVQ Level 3 or equivalent experience in an administrative setting.

Required Experience

Essential Experience

  • Proven experience in a fast-paced environment.
  • Customer service experience, particularly in public-facing roles.
  • Familiarity with various Microsoft Office applications (e.g., Word, Excel, Outlook).
  • Experience utilizing IT systems effectively.

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