Band 5 Office Manager

NHS; Birmingham; On-site; GBP 30,000 - 40,000; Full time

Job summary

A prominent healthcare provider in Birmingham seeks a full-time Office Manager for the Obstetrics and Gynaecology department. The role includes managing medical secretaries and daily office operations, with a focus on providing a comprehensive administrative service. Ideal candidates will have relevant qualifications such as a degree in Business Administration and experience in a healthcare setting. Strong communication and organizational skills are essential for success in this position.

Benefits

Inclusive work culture

Support for employees with disabilities

Professional development opportunities

Qualifications

• Experience managing a team with strong problem-solving skills.
• Experience working in a healthcare environment.
• Proficient in handling complex diaries and conflicting appointments.

Responsibilities

• Supervise and manage office staff on a daily basis.
• Draft letters for consultants in a clear manner.
• Handle routine inquiries and complaints with tact.

Skills

Customer service experience

Excellent communication skills

Attention to detail

Proficiency in Microsoft Office

Leadership

Education

Degree in Business Administration or relevant subject

AMSPAR Certificate or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Go back University Hospitals Birmingham NHS Foundation Trust

Band 5 Office Manager

The closing date is 03 October 2025

We are looking for a full-time Office Manager to work in our Obstetrics and Gynaecology department.

The successful applicant will manage all Medical Secretaries and staff within the department on a day-to-day basis and across site.

The post-holder will be responsible for the provision of a comprehensive administrative and secretarial service for the department/directorate. The post holder will provide leadership to the Medical Secretary and Clerical staff within the post holder's portfolio.

The post holder will be a key member of the management team and will undertake corporate roles and responsibilities in accordance with the grade and nature of the post.

This is a Cross-site role across Heartlands, Good Hope and Solihull hospitals.

Main duties of the job

• Be responsible for the day-to-day supervision and line management of office staff (including but not limited to Medical Secretaries, clerical staff and other office staff) and associated functions.
• To draft letters on behalf of the Consultant(s) in a sympathetic but easily understandable manner, for example when informing patients of their test results.
• Deal with routine enquiries relating to Consultant's activities. Take the appropriate course of action and necessary, liaising with others as appropriate.
• Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the appropriate person/department.
• To sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant(s) and their team for urgent action and which may be passed directly to other areas for action and information.
• To manage and progress and chase results of patient investigations on a daily basis and on receipt, prioritise and action according to clinical need, with guidance from the medical team.

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

• Degree in Business Administration or relevant subject or equivalent experience and training
• AMSPAR Certificate/equivalent qualification or equivalent knowledge of Medical terminology

Experience

• Experience of dealing with the Public/Customer service experience
• Experience of working as a Medical secretary with a proven track record of problem solving and managing a team of staff.
• Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
• High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• Experience of working in a busy environment working independently and exercising judgment and decision making skills
• Experience of using IT systems
• Experience of working in Healthcare

Additional Criteria

• Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Excellent keyboard / IT skills ensuring accuracy
• Highly developed prioritisation skills
• Organisation and coordination of meetings including the transcribing of minutes
• Ability to deal professionally with enquiries from staff, Patients and Visitors
• Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information
• Ability to pay attention to detail where there are predictable interruptions to the work pattern
• Ability to deal with stressful situations and sensitive issues
• Ability to work under pressure whist meeting deadlines and adapt to changes in demand and workload
• 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 situation

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