Band 4 Administrator/co-ordinator

**Job summary**:
**Main duties, tasks & skills required**:
To provide a comprehensive and full ranging administration/co-ordination service. Working in conjunction with colleagues, service users to provide an efficient service. Exercise 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. Knowledge and use of various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel and other relevant correspondence and other software programmes working with customer orders and training requests. The post holder will liaise other administrators/co-ordinators and clerical support workers on a day to day basis around training and orders and supervise where appropriate. Receiving and dealing with telephone enquiries as appropriate. Input in accordance with Trust policy. To develop and maintain an efficient filing system to include correspondence, reports, financial and other documentation relevant to the department. Maintain stock control such as stationery, supplies, equipment. To raise orders in line with Trust policy and procedures. To distribute and prioritise incoming mail and resources purchased by customers using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information. Arrange conferences, training and other events including venues and hospitality as required.

**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 (e.g. 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 dealing with and processing financial data e.g. invoices
- Experience of using excel and other software programmes to present financial data in clear visual ways
- 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

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

- Plus knowledge of dealing with non-routine issues such as problem solving for an area of work
- Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Good keyboard/ IT skills
- Good organisational skills and ability to multitask
- Good time management skills
- Ability to deal professionally with enquiries from staff, patients and visitors
- 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
- Ability to travel to multiple sites

**Disclosure and Barring Service Check**: