Band 3 Administrator and Coordinator

University Hospitals Birmingham NHS Foundation Trust; Birmingham; Hybrid; GBP 23,000 - 27,000; Full time

Job summary

A leading healthcare provider in Birmingham seeks a full-time Band 3 Administrator to join the Point of Care Testing team. You will handle administrative responsibilities, coordinate appointments, and support patient care. Applicants should possess strong IT skills, proficiency in Microsoft Office, and experience in customer service. This permanent position requires the ability to adapt and work flexibly across hospital sites, ensuring high standards of service. If you're motivated and a team player, apply now.

Qualifications

• Experience in customer service and dealing with the public.
• Ability to work in a busy environment.
• Experience in Healthcare is advantageous.

Responsibilities

• Serve as a key point of contact for the POCT team.
• Make appointments for cross-site clinics and communicate with patients.
• Help manage the staff rota, stock take, and prepare quality reports.

Skills

Good communication skills

Customer care

Good organisation skills

Ability to problem solve

Attention to detail

Team player

Education

Good General Education (e.g., GCSE English and Maths A-C)

Business Administration NVQ level 3 or equivalent

Tools

Microsoft Office (Word, Excel, Outlook)

Job description

University Hospitals Birmingham NHS Foundation Trust

Band 3 Administrator and Coordinator

The closing date is 02 January 2026

We are offering an opportunity for an enthusiastic and highly motivated Administrator to work within Point of Care Testing (POCT) team at University Hospitals Birmingham (UHB). This is a full time, 37.5 hours per week permanent contract, to work as part of the administration team and sharing the responsibility for the team workload. The post holders will be expected to work primarily between Monday to Friday.

Candidates must demonstrate good IT skills (including Microsoft Office). Confidence working independently in a busy department, strong attention to detail and a commitment to high standards of service.

A team player with a positive, proactive attitude and a passion for supporting patient care.

Candidate should be able to demonstrate own initiative and flexibility in planning your own workload and that of the base; to co-ordinate and provide a comprehensive administrative service to the staff within the department. To act in a professional manner, promoting the organisation and department, answering telephones, arranging training, organising meetings and taking minutes, copy and typing of letters, reports, evaluations and newsletters, filing, ordering of supplies, making appointments and photocopying together with specified duties as outlined in job description.

Experience with e-rostering and Oceano is desirable.

Main duties of the job

The successful candidate will be a key point of contact for the POCT team and to provide a service where you receive telephone calls and take messages, answering queries, contacting users within the Trust and external organisations, using initiative to solve problems within your scope of responsibility and seeking advice where required.

To make and send out appointments for the cross-site breath test clinics following receipt of referrals which includes consulting referral criteria and liaising with patients on receipt of phone call to determine patient's choice of venue, date and time. To liaise with clinics/community organisations to organise times and dates for clinics.

To help with the staff rota, stock take, audit and record keeping.

To prepare POCT specific quality reports using quality management tools.

The post holder will be based at any of the hospital sites covered by University Hospitals Birmingham. The post holder will be expected to travel to, and from these hospitals and institutions. There will be a requirement to work flexibly across the sites.

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 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.

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

• *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

• *Experience of dealing with the Public/Customer service experience
• *Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• *Experience of using IT systems
• *Experience of working in a busy environment
• *Experience of working in Healthcare

Additional Criteria

• *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• *Good organisation skills and ability to multitask
• *Ability to deal professionally with enquiries from staff, Patients and Visitors
• *Ability to problem solve
• *Understand confidentiality and apply the principles in every day 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
• *Team Player
• *Demonstrates reliability, motivation and commitment
• *Ability to travel to multiple sites
• *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.

Employer name

University Hospitals Birmingham NHS Foundation Trust