Senior Administrative Officer

1 month ago


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

Job Overview

An exciting opportunity has emerged for a skilled and highly motivated administrator to provide support within the obstetrics and gynaecology division. Candidates should meet the essential criteria outlined in the person specification, demonstrating exceptional organizational capabilities and the ability to work independently. This position requires a proactive individual who can communicate effectively with a diverse range of stakeholders. You will maintain a professional communication style while collaborating closely with senior management, clinical leaders, nursing supervisors, medical secretaries, and various departments. Proven organizational skills are essential, as you will be tasked with managing and prioritizing a detailed and often complex workload, while remaining composed under pressure. Proficiency in Microsoft Excel is crucial, along with a flexible approach to your responsibilities. The successful applicant will serve as a personal assistant to the general managers and may be required to work across multiple sites.

Key Responsibilities

- Provide comprehensive secretarial support to the department/team, focusing on audio typing letters, general correspondence, and preparing minutes and reports.

- Perform touch typing from audio recordings and/or copy typing from written documents.

- Draft letters, emails, reports, and meeting minutes, as well as photocopying and scanning documents as needed.

- Utilize initiative and judgment based on acquired knowledge and experience when addressing inquiries.

- Handle incoming telephone inquiries appropriately.

- Maintain diaries, schedule meetings, and manage appointments as required.

- Input and retrieve data on Trust IT systems in accordance with established policies.

- Ensure daily mail is opened and processed accordingly.

- Assist colleagues as directed by the Supervisor/Manager during peak workload periods.

- Collaborate in the implementation of new technologies and working practices to ensure efficient departmental operations.

- Perform general administrative tasks as needed.

About Us

University Hospitals Birmingham NHS Foundation Trust is recognized as a leading healthcare provider in the UK. Our vision is to promote healthier lives, and we understand that exceptional staff are essential to achieving this goal.

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

- Investing in the health and well-being of our staff, with a focus on offering flexible working arrangements whenever possible.

- Providing a diverse range of training and development opportunities to support personal and professional growth.

UHB is dedicated to ensuring that all staff members are treated equitably and feel a sense of belonging within a supportive and inclusive atmosphere. This commitment to equity involves removing barriers, including discrimination, and empowering each individual to reach their full potential and thrive in their roles. Our inclusive culture is integrated at all organizational levels, with every voice valued and supported by our active staff networks and leadership initiatives.

Qualifications and Experience

Essential Qualifications

  • Good General Education (e.g., GCSE English and Maths A-C or Level 9-4).
  • Business Administration NVQ Level 3 or equivalent experience in a clerical setting.

Essential Experience

  • Proven experience as a Secretary.
  • Experience in public-facing roles or customer service.
  • Proficiency in a range of Microsoft Office applications (Word, Excel, Outlook).
  • Familiarity with IT systems.
  • Strong organizational skills.
  • Ability to use initiative and manage unpredictable situations.
  • Capacity to work under pressure and handle multiple tasks.
  • Ability to meet deadlines consistently.

Desirable Experience

  • Experience in a fast-paced environment.
  • Background in healthcare settings.

Additional Criteria

Essential

  • Willingness to travel to various sites.
  • Ability to work effectively and flexibly as part of a team to meet service needs.
  • Confidence in engaging with individuals at all levels.
  • Demonstrated understanding of equality and diversity principles.
  • Mature, open, and adaptable approach to work.
  • Compassionate and caring demeanor.
  • Strong interpersonal and communication skills.
  • Excellent organizational abilities.
  • Team-oriented mindset.
  • Conscientious and reliable.
  • Demonstrated motivation and commitment to the role.

Desirable

  • Ability to manage stress and perform well under pressure.

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