Band 3 Administrator or Coordinator - Clinical

University Hospitals Birmingham NHS Foundation Trust

Band 3 Administrator or Coordinator - Clinical

The closing date is 13 November 2026

The role supports the effective functioning of the service by delivering a professional, responsive, and well organised administrative service

The post holder will provide confidential, specialised, and comprehensive quality administrative services to Endoscopy Managers in accordance with Department and Trust Guidelines, Policies and Procedures and supporting with JAG where required.

This is a varied post to support and assist Endoscopy Managers and Nurses for the small bowel capsule service, in their role, helping to ensure the services run smoothly and efficiently.

To fulfil these duties the post holder will be required to work at Heartlands Hospital, with occasional cross-site travel to Solihull for meetings or training.

Main duties of the job

• Providing day to day administrative and coordination support to the clinical Manager, supporting service delivery
• Managing and coordinating diaries, clinics, meetings, or service activities as required, ensuring effective use of clinical time
• Organising and supporting meetings, including preparation of agendas, collating papers, and taking accurate minutes when required
• Processing, prioritising, and responding to correspondence, referrals, and enquiries in a timely and professional manner
• Supporting routine monitoring and administration processes, including data entry, reporting, and maintaining accurate records and databases
• Liaising with patients, carers, clinical staff, and other departments to support effective communication and coordination of care
• Maintaining filing systems and patient/service records in accordance with Trust policies, confidentiality, and information governance standards
• Supporting ordering and stock control processes or basic financial administration in line with local procedures, where required

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*

Qualifications

• Good general education, including GCSE English and Maths (Grade A--C / 9--4).
• NVQ Level 3 in Business Administration or equivalent administrative experience.
• IT qualification such as ECDL.
• RSA Level 3 typing or equivalent experience within administrative environment.

Experience

• 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

• 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.
• Experience of using NHS financial or…