Band 4 Operational Support Administrator

The post holder will be joining the Management team at Good Hope Hospital and 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.

The post holder will be responsible for the day to day training and supervision of other administrators/Coordinators and clerical support workers.

Main duties of the job

• It is essential that you exercise initiative and judgement using acquired skills and knowledge, maintaining confidentiality at all times. You 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 and clerical support workers.

• You will have knowledge of and be able to use various Microsoft Office Software programmes including Outlook, Word, PowerPoint, Excel, Access (database) to produce letters, presentations, reports and other relevant correspondence.

*Develop and maintain an efficient individual filing system to include correspondence, reports, documentation relevant to the department.

• Create databases to collect and monitor information to assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate/present them in an easy to understand manner.

• Undertake typing which may include touch type from audio and/or copy type from written documentation which may include letters, emails, reports and any other correspondence as required.

• Distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information., Please Note : For a detailed job description for this vacancy, please see attached Job Description

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 multitask
• • Able to work to deadlines

Desirable

• • Experience of working in a busy environment
• • Experience of working in Healthcare
• • Previous experience of transcribing formal minutes, * *Knowledge of dealing with nonroutine 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
• • Understand confidentiality and apply the principles in everyday working practice
• • 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

Desirable

• • Ability to work under pressure and deal with stressful situations

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 multitask
• • Able to work to deadlines

Desirable

• • Experience of working in a busy environment
• • Experience of working in Healthcare
• • Previous experience of transcribing formal minutes, * *Knowledge of dealing with nonroutine 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
• • Understand confidentiality and apply the principles in everyday working practice
• • 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

Desirable

• • Ability to work under pressure and deal with stressful situations

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.