Band 2 Administrator​/Data Entry Clerk - Colposcopy

University Hospitals Birmingham NHS Foundation Trust

The closing date is 17 February 2026

Positions are available within the Gynaecology/Colposcopy department for Administrator / Data Entry Clerks. The roles will be specific in the provision of an effective administrative service to support clinical departments and teams. The roles include scheduling appointments into appropriate clinical sessions under the supervision of the coordinator / team leader, identifying capacity shortfalls and 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.

Attention to detail and a keen eye for data quality is essential for this role.

For queries regarding the role please contact Sophie O'Malley, Operations Manager or Katie Alder, Junior Operations Manager – Gynaecology.

• Providing 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, dealing with them in a timely and efficient way and referring as appropriate
• Arrange meetings as and when required
• Receive and open incoming post and take action as required
• Review and action electronic correspondence and disseminate as appropriate

• Liaise with staff, patients and external agencies such as GPs
• 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 as necessary
• Provide excellent telephone skills accurately recording telephone messages and other enquiries and refer as appropriate
• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
• Maintain confidentiality at all times, adhering to Caldicott guidelines and Data Protection Act

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.

Please Note:

For a detailed job description for this vacancy, please see attached Job Description.

• Good General Education (e.g. GCSE English and Maths A-C) or GCSE Level 9-4
• Clerical and administrative skills
• Able to use a computer and its systems
• Knowledge of the NHS

• 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 a busy office / customer care environment
• Previous experience of managing own time
• Previous experience of working to deadlines
• Previous participation in Audits
• Awareness of confidentiality and Data Protection

• Work effectively and flexibly as part of a team to meet the needs of the service
• Confident in dealing with people at all levels
• Must be able to demonstrate an understanding of equality and diversity
• Able to problem solve
• Ability to work under pressure to meet deadlines

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.

University Hospitals Birmingham NHS Foundation Trust