Band 2 Administrator / Coordinator - Urology

Job summary

To assist in the provision of an effective administrative service to support clinical department and teams.

Schedule appointments into appropriate clinical sessions under the supervision of the coordinator/ team leader.

Photocopy and distribute document,

Answering the telephone and taking messages, deal with them in a timely and efficient way and refer as appropriate

Receive and open incoming post

Review and action electronic correspondence

Working in conjunction with colleagues, service users and stakeholders to provide an efficient clerical support service, ensuring this is patient focused and patients receive a compassionate and professional service.

This is a part time post for 30 hours per week.

Main duties of the job

Provide an efficient and professional administrative service

Undertake data input, accurately inputting data using a variety of Trust IT systems in a timely way

Communicating with patients and coordinating appointments

Answering the telephone and taking messages, deal with them in a timely and efficient way and refer as appropriate

Receive and open incoming post and action as required

Review and action electronic correspondence and disseminate as appropriate

Liaise with staff & patients

Provide patients with support, non-clinical advice and information on a range of issues including appointment queries

Notify patients of new or changes to appointments

Be sympathetic and sensitive to the requirements of staff, patients and other service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g. aggressive or demanding behaviour; escalating conflict situations where necessary

Provide excellent telephone skills accurately recording telephone messages and other enquiries and refer as appropriate

Maintain confidentiality at all times adhering to Caldicott Guidelines and Data Protection Act

Analytical and Judgemental Skills/Freedom to Act

Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision

Ability to recognise situations that should be referred onto the Supervisor / Line Manager and take prompt and appropriate action

Photocopy and distribute documents as required

Job responsibilities

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.