Band 3 Multiple Sclerosis CNS Administrator

University Hospitals Birmingham NHS Foundation Trust; West Midlands; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a motivated Administrator to join the Multiple Sclerosis (MS) Team, providing essential administrative support to MS Specialist Nurses, Consultants, Pharmacists and the wider multidisciplinary team.

You will help ensure the service operates efficiently, coordinating appointments, handling enquiries, and maintaining high standards of patient care and information accuracy in a busy clinical environment.

Qualifications

• Essential NVQ Level 3 in Business Administration or equivalent experience.
• Knowledge of admin procedures and IT systems; diploma level or equivalent.
• IT qualification such as ECDL; RSA Level 3 typing or equivalent.
• Advanced IT skills with Microsoft packages (Outlook, Word, Excel).
• Ability to work autonomously and handle confidential information.

Responsibilities

• Answer telephone calls and respond to patient and professional enquiries.
• Scan and process clinical documentation to maintain records.
• Book and coordinate patient appointments and clinics.
• Prepare and process clinic letters and correspondence.
• Maintain accurate patient records and databases.
• Liaise with patients, healthcare professionals and departments to ensure communication.

Skills

Excellent communication

Plan work and multi-task

Calm under pressure

Autonomous working

Organisational skills

Education

NVQ Level 3 in Business Administration

ECDL / IT qualification

RSA Level 3 typing

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Job Summary

Would you like to be part of a dynamic, friendly and supportive team, helping to deliver excellent patient care? We are looking for a motivated and organised Administrator to join our Multiple Sclerosis (MS) Team, providing essential administrative support to MS Specialist Nurses, Consultants, Pharmacists and the wider multidisciplinary team.

This is an exciting opportunity to work within a fast-growing and evolving therapeutic area. You will play an important role in ensuring that the service operates efficiently and that patients receive a high-quality, timely and well-coordinated service. The role involves a wide range of administrative responsibilities, including answering telephone calls and responding to patient and professional enquiries, scanning and processing clinical documentation, booking and coordinating patient appointments and clinics, preparing and processing clinic letters and correspondence, maintaining accurate patient records and databases, updating and managing information on Blueteq and other relevant systems, supporting the MS team with day-to-day administrative tasks, and liaising with patients, healthcare professionals and other departments to ensure effective communication, efficient service delivery and continuity of care. This role offers an excellent opportunity for someone who is enthusiastic, compassionate and committed to delivering a high standard of administrative support within a specialist clinical service.

Main Duties, Tasks & Skills Required

• This post has been developed to provide a confidential, comprehensive, and proactive administrative and coordination support service to a designated corporate team and its senior leaders. The role contributes to the effective functioning of the service through the provision of a professional, responsive, and well organised administrative service, ensuring workstreams run smoothly and deadlines are met.
• The post holder will work closely with colleagues across the Trust and external stakeholders, supporting a range of routine and non routine administrative activities. The role requires effective organisation skills, attention to detail, the ability to manage competing priorities, and confidence in handling sensitive or confidential information.
• Communicate effectively and appropriately with a wide range of internal and external stakeholders, adapting communication style to suit the audience, context, and purpose.
• Act as a first point of contact for the service, responding to face to face, telephone, and written enquiries in a professional, courteous, and responsive manner.
• Accurately record messages and information, ensuring they are passed to the appropriate individual or team in a timely and efficient way.
• Liaise with internal departments and external contacts to support effective service coordination.
• Undertake work that has been prioritised by the Supervisor / Line Manager.

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.

Person specification

Qualifications

Essential

• NVQ Level 3 in Business Administration or demonstrable equivalent experience in an administrative or officebased role.
• Knowledge of administrative procedures, including specialised IT systems and project management, training knowledge, acquired through formal training or experience to diploma level or equivalent relevant experience.

Desirable

• IT qualification such as ECDL.
• RSA Level 3 typing or equivalent experience within administrative environment.

Experience

Essential

• Excellent communication skills, both written and verbal.
• Ability to plan work and multi-task.
• Advanced IT skills with a working knowledge of Microsoft packages such as: Outlook, Word, and Excel.
• Ability to work autonomously, or as part of a team.
• Able to remain calm in a busy environment.

Desirable

• Minute Taking.
• Able to use Audio Visual (AV) equipment.

Additional Criteria

Essential

• Ability to meet the travel requirements of the role (cross site working between various Trust sites -- Queen Elizabeth, Heartlands, Good Hope and Solihull Hospitals).
• Ability to work under pressure and tight deadlines, whilst maintaining accuracy.
• Ability to work to a high standard, ensuring professionalism and personal integrity.
• Willingness to learn and develop (e.g. participating in opportunities to enhance individuals' professional development).

Disclosure and Barring Service Check

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Permanent

Working pattern

Full-Time, Flexible Working

Reference number

304-1103728-1

Job locations

Queen Elizabeth Hospital

Mindelsohn Way

Birmingham

West Midlands

B15 2TH

Attachments

Band 3 Administrator or Coordinator – Corpora_Lorna Alencar JD PS .pdf – 474KB Opens in a new window