Job summary The ED Administrator provides comprehensive and confidential administrative and secretarial support to the Consultant, Matron, Senior Nursing, and Operational Team. This role involves managing administrative workloads, organising meetings, preparing agendas, taking minutes, arranging case conferences and travel, and coordinating the medical team's diary. The ideal candidate will have prior secretarial experience, strong organisational and communication skills, and the ability to take minutes accurately. The role requires working both independently and as part of a team, handling multiple priorities under pressure while maintaining excellent time management. A high level of initiative and judgment is essential, ensuring confidentiality and professionalism at all times. Additionally, the post holder will serve as a sensitive and empathetic point of contact for service users. This role is critical in supporting the Multi-Disciplinary Team (MDT) and ensuring efficient administrative operations within the department. Main duties of the job Key Responsibilities: * Handle and process complex clinical and non-clinical information, exercising initiative and sound judgment in responding to inquiries. * Transcribe a range of medical documents, completing meeting minutes including clinical letters, discharge summaries, reports, and teaching materials, requiring strong knowledge of medical terminology. * Draft patient correspondence on behalf of consultants in a professional and empathetic manner. * Act as a key point of contact for GPs, healthcare professionals, patients, and their families, often dealing with highly emotional or distressed individuals. * Manage patient pathways by providing information, reassurance, and resolving queries with professionalism and sensitivity. * Utilise Microsoft Office and hospital systems for administrative tasks, including scheduling, correspondence, and data management. * Maintain efficient filing systems for correspondence, reports, research, and statistical data. * Coordinate with medical records and prioritise incoming mail, ensuring urgent matters are promptly addressed. * Perform general administrative duties such as photocopying, emailing, ordering supplies, and maintaining office equipment. * Provide cover for the secretarial team during periods of leave or absence. Communication & Problem-Solving: * Liaise effectively with staff, patients, and service users, ensuring accurate telephone messaging and professional communication. 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 19 May 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Full-time, Flexible working Reference number 304-9005334-1 Job locations Heartlands Hospital Bordesley Green E Birmingham West Midlands B9 5SS Job description Job responsibilities *Please Note : For a detailed job description for this vacancy, please see attached Job Description* Job description Job responsibilities *Please Note : For a detailed job description for this vacancy, please see attached Job Description* Person Specification Qualifications Essential *Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4 *Business Administration NVQ level 3 or equivalent experience in a clerical environment *AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology *Working knowledge of medical terminology Experience Essential *Experience of working as a Medical Secretary, Minute taking skills *Experience of dealing with the Public/Customer service experience *Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook) *Experience of using IT systems *Experience of working in Healthcare *Good Organisational skills *Able to use own initiative and deal with the unpredictable *Able to work under pressure and to multi-task *Able to work to deadlines Desirable *Experience of working in a busy environment Additional Criteria Essential *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion *Good keyboard / IT skills *Good organisation skills and ability to multitask *Good time management skills *Ability to deal professionally with enquiries from staff, patients and visitors *Ability to problem solve *Understand confidentiality and apply the principles in everyday working practice *Ability to pay attention to detail where there are predictable interruptions to the work pattern *Ability to deal with stressful situations and sensitive issues *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 *Conscientious *Demonstrates reliability, motivation and commitment *Ability to travel to multiple sites Desirable * Ability to work under pressure and deal with stressful situations Person Specification Qualifications Essential *Good General Education (eg. GCSE English and Maths A-C) GCSE Level 9-4 *Business Administration NVQ level 3 or equivalent experience in a clerical environment *AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology *Working knowledge of medical terminology Experience Essential *Experience of working as a Medical Secretary, Minute taking skills *Experience of dealing with the Public/Customer service experience *Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook) *Experience of using IT systems *Experience of working in Healthcare *Good Organisational skills *Able to use own initiative and deal with the unpredictable *Able to work under pressure and to multi-task *Able to work to deadlines Desirable *Experience of working in a busy environment Additional Criteria Essential *Good communication / customer care skills both written and verbal demonstrating sympathy and compassion *Good keyboard / IT skills *Good organisation skills and ability to multitask *Good time management skills *Ability to deal professionally with enquiries from staff, patients and visitors *Ability to problem solve *Understand confidentiality and apply the principles in everyday working practice *Ability to pay attention to detail where there are predictable interruptions to the work pattern *Ability to deal with stressful situations and sensitive issues *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 *Conscientious *Demonstrates reliability, motivation and commitment *Ability to travel to multiple sites Desirable * Ability to work under pressure and deal with stressful situations 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 details Employer name University Hospitals Birmingham NHS Foundation Trust Address Heartlands Hospital Bordesley Green E Birmingham West Midlands B9 5SS Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab) Employer details Employer name University Hospitals Birmingham NHS Foundation Trust Address Heartlands Hospital Bordesley Green E Birmingham West Midlands B9 5SS Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab). Location : Heartlands Hospital, Bordesley Green E, B9 5SS Birmingham, West Midlands, United Kingdom