Band 3 Ward Administrator

University Hospitals Birmingham NHS Foundation Trust

West Midlands

On-site

GBP 26,000 - 27,000

Full time

2 days ago

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Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking two Ward Administrators for QE Hospital. Roles include part-time and full-time posts across Ward 516, Ward 513 and Ward 518, supporting clinical teams with diary management, records, and meetings.

The role emphasizes confidentiality, data protection, and efficient, patient-centred administrative support within a busy hospital ward environment. Training and development opportunities are available.

Qualifications

Experience in an administrative role within a busy healthcare setting is essential.
Proficient in diary management, filing systems and minute taking.
Experience with MS Office (Word, Excel, Outlook) and data entry/ retrieval.
Understanding of confidentiality, data protection and information governance requirements.

Responsibilities

Manage correspondence and maintain accurate ward records.
Arrange and minute meetings and coordinate calendars across wards.
Order essential supplies and support workforce administration processes.
Coordinate communications with internal and external stakeholders to ensure smooth ward operations.
Maintain ward information systems and ensure confidentiality and accuracy.

Skills

Diary management

Meeting coordination

Data entry

Confidentiality

Customer service

Education

GCSE English

GCSE Maths

NVQ Level 3 in Business Administration

Tools

Microsoft Office

Health information systems

Job description

Job Summary

We have 2 temporary opportunities for Ward Administration posts within the Ward setting the QE hospital.

Ward 516 has a part-time post which is 18.25 hours per week for 12 months and Ward 513 and 518 has a full-time post which is 37.5 hours per week for 6 months, working across both wards.

Main Duties, Tasks & Skills Required

The role involves managing correspondence, maintaining accurate records, arranging and minuting meetings, ordering essential supplies, supporting workforce administration processes, coordinating communications with internal and external stakeholders, and ensuring ward information systems are maintained accurately and confidentially. The post holder works closely with clinical and management teams to support the efficient day-to-day running of the ward and contributes to the continuous improvement of administrative systems and processes.

By undertaking a wide range of administrative duties, the Ward Administrator enables clinical staff to focus on delivering safe, effective and patient-centred care while ensuring compliance with Trust policies, governance requirements and operational standards.

Experience of working in an administrative environment (diary management, filing systems, meeting coordination, minute talking, data input, collating and presenting information) is essential.

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 Description

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

Person specification

Qualifications

Essential

Good general education, including GCSE English and Maths (Grade A--C / 9--4).
NVQ Level 3 in Business Administration or equivalent administrative experience.

Desirable

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

Experience

Essential

Experience working with the public and delivering high quality customer service.
Experience using Microsoft Office applications (Word, Excel, Outlook).
Experience using IT systems for data entry and information retrieval.
Experience working in a busy, fast paced environment.
Understanding of confidentiality, data protection and information governance requirements.

Additional Criteria

Essential

Previous experience working in an administrative role, preferably within a health or care setting.
Ability to maintain confidentiality and handle sensitive patient or service related information appropriately.
Experience of coordinating meetings, clinics, or service activities.
Experience of diary management or appointment scheduling.
Ability to plan, prioritise, and manage own workload to meet deadlines and service requirements.
Ability to meet the travel requirements of the role, including cross site working between Trust locations (e.g. Queen Elizabeth, Heartlands, Good Hope, and Solihull Hospitals).
Ability to work under pressure and manage competing deadlines while maintaining accuracy and attention to detail.
Commitment to working to a high professional standard, demonstrating reliability, integrity, and initiative.
Willingness to learn, develop, and participate in training, appraisal, and personal development opportunities.

Desirable

Understanding of the importance of patient centred care and the role of clinical administration in supporting patient pathways.

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.

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Fixed Term

Duration

12 Month(s)

Working pattern

Part-Time, Full-Time, Flexible Working