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Administrative Support Specialist

2 months ago

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

About the Role

We are seeking an experienced and skilled Administrative Support Specialist to join our team at University Hospitals Birmingham NHS Foundation Trust. As a key member of our ward team, you will provide high-quality administrative support to the Senior Sister and deputies, ensuring the smooth operation of the ward.

Key Responsibilities

  • Manage the administration and coordination of annual leave, staff attendance records, and updating of personal files.
  • Coordinate and arrange all study and mandatory training requirements for ward staff.
  • Liaise with the Senior Sister and deputies regarding HR and staffing issues.
  • Request bank and agency cover as directed by the Senior Sister and deputies.
  • Act as personal assistant to the Senior Sister and deputies, providing secretarial and administrative support.
  • Manage and organise the diary/electronic schedule of the Senior Sister and deputies, scheduling appointments and coordinating meetings.
  • Collate information and draft correspondence, including letters, reports, references, and memoranda.
  • Manage and update all filing systems, ensuring all Trust Policy files are kept up to date.
  • Be responsible for the upkeep of the computerised off-duty system, verifying automated system calculations of staffing levels and agency usage.
  • Take minutes at ward meetings and produce minutes for distribution to staff.

About Us

University Hospitals Birmingham NHS Foundation Trust is a leading NHS Foundation Trust in the UK, recognised for our commitment to delivering high-quality patient care. We are dedicated to creating a positive and inclusive work environment, where our staff can thrive and reach their full potential.

Person Specification

  • Numerate and literate, with GCSE Grade C or above in Mathematics and English Language or equivalent.
  • Experience of working in a customer-facing role or within the general public/patients.
  • Experience of a previous admin role in a healthcare environment.
  • Excellent verbal and written communication skills, with the ability to maintain high levels of accuracy.
  • Professional telephone skills and manner, with the ability to negotiate and resolve routine issues.
  • Working knowledge of computer systems and the ability to learn quickly.
  • Positive and flexible attitude to work, with the ability to work effectively as part of a diverse team.