Band 3 Administrator and Coordinator

NHS; Birmingham; On-site; GBP 24,000 - 27,000; Full time

Job summary

A leading healthcare provider is seeking an enthusiastic Administrator to join the Point of Care Testing (POCT) team in Birmingham. This full-time position involves coordinating administrative services, handling telephone queries, and preparing quality reports. Candidates should have strong IT skills, attention to detail, and experience in customer service. This role offers the opportunity to work in a flexible environment and requires a commitment to high standards and patient care.

Qualifications

• Must be able to demonstrate own initiative and flexibility in planning their own workload.
• Experience of dealing with the public or customer service.
• Good communication skills both written and verbal.

Responsibilities

• Act as a key point of contact for the POCT team.
• Coordinate and provide comprehensive administrative service.
• Prepare POCT-specific quality reports using quality management tools.

Skills

Good IT skills including Microsoft Office

Attention to detail

Customer care skills

Organisational skills

Communication skills

Education

Business Administration NVQ level 3 or equivalent experience

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

Job description

Job Summary

We are offering an opportunity for an enthusiastic and highly motivated Administrator to work within the Point of Care Testing (POCT) team at University Hospitals Birmingham (UHB). This is a full‑time, 37.5‑hour weekly permanent contract, to work as part of the administration team and share the responsibility for the team workload. The post holder will be expected to work primarily 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.

The candidate should be able to demonstrate own initiative and flexibility in planning their own workload and that of the base; to coordinate 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 supplies, making appointments and photocopying together with specified duties as outlined in the 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, receiving telephone calls, taking messages, answering queries, contacting users within the Trust and external organisations, using initiative to solve problems within their 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 calls to determine their 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 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.

Details

• Date posted: 19 December 2025
• Pay scheme: Agenda for Change
• Band: Band 3
• Salary: £24 937 to £26 598 a year
• Contract: Permanent
• Working pattern: Full‑time, Flexible working
• Reference number: 304‑9013311
• Job locations: Trustwide
• Address: Mindelsohn Way, Birmingham, West Midlands, B15 2TH

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 working with a range of Microsoft Office packages (e.g., Word, Excel and Outlook)
• Experience of using IT systems

Desirable

• Experience of working in a busy environment
• Experience of working in Healthcare

Additional Criteria (Essential)

• Good communication/customer care skills both written and verbal demonstrating sympathy and compassion
• Good keyboard/IT skills
• Good organisation skills and ability to multitask
• Good time‑management skills
• Ability to deal professionally with enquiries from staff, patients and visitors
• Ability to problem‑solve
• Understand confidentiality and apply the principles in everyday working practice
• Ability to pay attention to detail when 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 interpersonal and communication skills
• Good organisational skills
• Team player
• Conscientious
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites

Disclosure and Barring Service Check

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

Employer Details

University Hospitals Birmingham NHS Foundation Trust

Trustwide

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

https://www.uhb.nhs.uk/jobs.htm