Band 2 Administrator / Coordinator – Urology

University Hospitals Birmingham NHS Foundation Trust

Band 2 Administrator / Coordinator – Urology

The closing date is 25 May 2026

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

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

Responsibilities

• Schedule appointments into appropriate clinical sessions under the supervision of the coordinator or team leader.
• Photocopy and distribute documents as required.
• Answer the telephone, take 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 act on electronic correspondence and disseminate as appropriate.
• Liaise with staff and 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 such as 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.
• Recognise situations that should be referred onto the supervisor or line manager and take prompt and appropriate action.
• Undertake data input, accurately inputting data using a variety of Trust IT systems in a timely way.
• Communicate with patients and coordinate appointments.
• Handle cash where required.

Qualifications

• Good general education (e.g. GCSE English and Maths A‑C) or GCSE Level 9‑4.
• 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 or customer care environment.
• Experience working in healthcare.
• Good communication and customer care skills, both written and verbal, demonstrating sympathy and compassion.
• Good organisational skills and ability to multitask.
• Ability to deal professionally with enquiries from staff, service users and stakeholders.
• Ability to problem solve.
• Understanding of confidentiality and ability to apply the principles in daily working practice.
• 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.
• Demonstrate an understanding of equality and diversity.
• Ability to travel to multiple sites.

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

University Hospitals Birmingham NHS Foundation Trust

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