Band 3 Administrator/Co-ordinator - Clinical Personal Assistant
Closing date: 07 June 2026
An exciting opportunity has arisen for a Ward Administrator to join our friendly team on Ward 8 BHH. The successful candidate will provide comprehensive administrative support to the Ward Manager and the Team, ensuring the smooth and efficient operation of management supportive activities and nursing team. This post has been developed to provide a confidential, comprehensive, and proactive administrative and coordination support service within a clinical setting. The post holder will provide secretarial and administrative support to the Ward Managers and deputies, acting as personal assistant, being first point of contact for all non‑clinical issues on behalf of the Senior Sister / Charge Nurse.
The Ward Administrator will work co‑operatively with colleagues, as part of the team and perform additional duties as and when directed by the Senior Sister / Charge Nurse, to enable the ward nursing staff to undertake direct patient care. Work cooperatively as part of the multi-disciplinary team supporting colleagues in work associated with patient care.
This post is for 18.75 hours per week.
Main duties of the job
Overview of Responsibilities:
* Ensure the Senior Sister / Charge Nurse and deputies receive secretarial and administrative support by acting as a personal assistant.
* 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 Senior Sister / Charge Nurse regarding HR and staffing issues.
* Request bank and agency cover as directed by the Senior Sister / Charge Nurse.
About us
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 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.
Qualifications
* Numerate and literate.
* GCSE Grade C or above in Mathematics and English Language or equivalent.
* RSA 2 or equivalent word processing.
* NVQ Level 3 in admin / related field or equivalent experience.
Experience
* Experience of working in either a customer-facing role or within the general public/patients.
* Experience of a previous admin role in a health care environment.
Additional Criteria
* Excellent verbal and written communication skills with all levels of staff.
* Maintain high level of accuracy.
* Professional telephone skills / manner.
* Excellent organisational and prioritising skills including own workload.
* Excellent written skills – message taking, document completion and minute taking.
* Demonstrate negotiating skills – ward team, other departments, patients and relative.
* Working knowledge of computer systems and ability to learn quickly.
* Positive and flexible attitude to work.
* Demonstrates an understanding of the need for patient-focused care.
* Able to work effectively on own or as part of a diverse team and meet tight deadlines.
* Able to recognise and resolve routine issues, referring where appropriate.
* Ability to treat everyone with whom they come into contact with dignity and respect.
* Understanding the need for confidentiality and to remain impartial.
* Knowledge of the need to prevent cross infection.
* Ability to remain calm under pressure.
* Ability to manage difficult and stressful situations.
* Conscientious and hard-working.
* Reliable, flexible and honest.
* Use own initiative.
* Good working knowledge of IT applications including Microsoft Office (Outlook, Word, Excel).
* Prepared to undertake further training.
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.
Employer name
University Hospitals Birmingham NHS Foundation Trust
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