Band 3 Administrator/Co-ordinator - Clinical

University Hospitals Birmingham NHS Foundation Trust; Birmingham; On-site; GBP 17,000 - 20,000; Part time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a Band 3 Administrator/Co-ordinator to provide comprehensive administrative and co-ordination support within a busy clinical service. You will manage patient appointments, handle enquiries, and maintain accurate records to ensure a seamless patient journey.

The role requires excellent communication, organisational and IT skills, with a patient-focused approach and a commitment to maintaining confidentiality in line with Trust

Qualifications

• Excellent communication, customer service, organisational and IT skills, with the ability to prioritise and multitask in a busy environment.
• Confidentiality must be maintained in line with Trust policies and data protection requirements.

Responsibilities

• Manage and coordinate patient appointments and clinic schedules.
• Process appointment attendance and respond to telephone and face-to-face enquiries.
• Notify patients of appointment changes and manage cancellations and rebooking.
• Monitor waiting lists and identify capacity issues, elevating concerns as needed.
• Maintain accurate patient information in Trust IT systems and prepare reports.

Skills

Administration

IT skills

Communication

Customer service

Organisation

Tools

MS Office

Job description

We are looking for an organised, motivated and compassionate Band 3 Administrator/Co‑ordinator to provide comprehensive administrative and coordination support within a busy clinical service at University Hospitals Birmingham NHS Foundation Trust.

You will play an important role in supporting the efficient running of the service and helping to provide a seamless patient journey. You will act as a key point of contact for patients, relatives, clinical staff and other internal and external stakeholders, ensuring enquiries are handled professionally, sensitively and efficiently.

Key responsibilities include managing and coordinating patient appointments and clinic schedules, processing appointment attendance, responding to telephone and face‑to‑face enquiries, notifying patients of appointment changes and managing cancellations and rebooking. You may also monitor waiting lists, identify capacity issues and elevate concerns appropriately.

The role involves accurately maintaining patient information using Trust IT systems, preparing correspondence, reports and spreadsheets, managing electronic and paper records, arranging meetings, processing correspondence and ensuring information is accurate and up to date. Confidentiality must be maintained at all times in accordance with Trust policies, Caldicott principles and data protection requirements.

This is for 30 hours per week.

Main duties of the job

You will need excellent communication, customer service, organisational and IT skills, with the ability to prioritise and multitask in a busy environment. You should be confident dealing with patients, visitors and staff, including managing difficult or sensitive situations with professionalism and compassion.

You will work collaboratively with colleagues and demonstrate UHB's values of being Kind, Connected and Bold, contributing to a professional, patient-focused and supportive clinical service.

To work as part of a team providing comprehensive Administration / Co‑ordination support to clinical services, ensuring this is patient focused and patients receive a compassionate and professional service.

Working in conjunction with colleagues, patients, service users and internal and external stakeholders.

The post holder will work under indirect supervision and will directly contribute to and Co‑ordinate the efficient running of the service, ensuring that a seamless approach to patient care is delivered.

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.