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Job summary
The post-holder will be responsible for the provision of a comprehensive administrative and secretarial service for the department and directorate. You will ensure a smooth day-to-day running of office functions, including managing complex correspondences, maintaining confidential records, coordinating diaries, organising clinics, organising meetings and providing proactive administrative support to senior managers and clinical leads.
The postholder will be expected to exercise initiative, work autonomously, prioritise competing demands, and maintain excellent communication across the team and wider organisation.
The post holder will be responsible for monitoring performance, identifying training and development needs, assisting with recruitment processes, and contributing to service improvement activities to enhance the overall efficiency and effectiveness of the administrative function.
The individual will be responsible for minute-taking, diary management, email management and arranging meetings. The post-holder will be expected to handle sensitive information with discretion and confidentiality.
This is for 22.5 hours per week on a 12 month fixed term contract/secondment.
Main duties of the job
Providing non-clinical advice to patients
To lead on the team's administrative systems and processes and implement improvements to the service on an on-going basis.
To ensure protocols and guidelines are developed and adhered to.
Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department.
Implement changes to working practices for own work area.
To be aware of technological advances and propose new ways of working in relation to service improvements.
To be responsible for organising, gathering and compiling information and ensuring this is available within deadlines.
To assist with the collection and provision of statistical data as required.
Transcribe minutes of meetings, case conferences as required.
Be responsible for confidentiality in line with Trust policy and procedures.
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.
Details
- Date posted: 03 July 2026
- Pay scheme: Agenda for change
- Band: Band 5
- Salary: £32,073 to £39,043 a year
- Contract: Fixed term
- Duration: 12 months
- Working pattern: Part-time, Flexible working
- Reference number: 304-1101002
- Job locations: Queen Elizabeth Hospital, Mindelsohn Way, Birmingham, West Midlands, B15 2TH, United Kingdom
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person specification
Experience
Essential
- *Experience of dealing with the Public/Customer service experience
- *Experience of working in an administrative role 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 (e.g. Word, Excel and Outlook)
- *Experience of working in a busy environment working independently and exercising judgment and decision-making skills
- *Experience in handling patient complaints
- *Experience in managing clinics
- *Experience of managing rotas
- *Experience of minute taking
- *Experience of recruitment and workforce planning
Desirable
- *Experience of using UHB IT systems
- *Experience of working in healthcare
- *Experience of performance management, managing staff sickness
Qualifications
Essential
- *Degree in Business Administration or relevant subject or equivalent experience and training
Additional Criteria
Essential
- *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
- *Good time management skills
- *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 whilst meeting deadlines and adapt to changes in demand and workload
- *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
- *Conscientious
- *Demonstrates reliability, motivation and commitment
- *Ability to work under pressure and deal with stressful situation
- *Work effectively and flexibly as part of a team to meet the needs of the services
- *Ability to travel to multiple sites
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Applying for this NHS job
This advert is for Band 5 Office Manager with University Hospitals Birmingham NHS Foundation Trust in Birmingham, Midlands, England. It is listed as a Band 5 Manager and corporate role. The advertised salary is £32,073 to £39,043 a year. The contract type is Fixed-Term. The application deadline is 10 Jul 2026.
Before you apply, compare the job description with the person specification and mirror the employer's essential criteria in your supporting information. Use the vacancy title, employer, location, salary, contract type, closing date and posted date (03 Jul 2026) to decide whether this role fits your current NHS job search. If the employer can close applications early, prepare the application before the stated deadline rather than waiting for the final day.
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