Band 2 Administration Coordinator - Maternity Reception

Job summary

To provide an efficient receptionist service to all visitors attending the Department and maintain a sensitive friendly approach.

Working on the reception desk meeting and greeting staff and visitors; dealing with general enquiries, answering the telephone, and carrying out administrative duties.

Main duties, tasks & skills required

Booking and outcoming ANC appointment

Booking Scan appointments

Dealing with telephone queried from general public and community midwifes

actioning inboxes for referrals

dealing with patient face to face at the reception desk

Working as a team as well as independently

Working with all levels of professional and clinical staff

Adhering to all trust policies and procedures as well as the trust values

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Job description

1.Communication:

• Accurately record telephone messages and other enquiries and refer as appropriate
• Provide effective communication and problem solving both face to face and via telephone
• Be sympathetic and sensitive to the requirements of staff and visitors when communicating by telephone or face to face, including dealing with a difficult situation
• Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

2.Analytical and Judgemental Skills/Freedom to Act:

• Deal with day-to-day enquiries such as appointments, room bookings meetings, hospitality, signing into the building
• Receive and open incoming post and act as required
• Ability to recognise situations that should be referred onto the Supervisor /Line manager and take prompt and appropriate action

3.Planning and Organisational Skills:

• Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
• Undertake work that has been prioritised by the Supervisor / Line Manager
• Book and monitor room bookings
• Arrange meetings as and when required

4.Policy and Service Responsibilities:

• Work collaboratively as part of an integrated team
• Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of services

5.Responsibility for Financial and Physical Resources:

• Have a personal duty of care for all equipment and resources used
• Maintain stock control of stationery / supplies

6.Responsibility for Staff:

• Participate in the induction and training of all new members of staff
• Demonstrate own activities to new / less experienced staff

7.Responsibility for Information:

• Accurately input data/confidential data using a variety of Trust IT systems in a timely way
• Prepare and scan information onto the Trust IT systems as required
• Ensure all information held is kept up to date and available as required
• Maintain a confidential and efficient filing and maintenance system ensuring paper and electronic records are up to date and available as required
• Be responsible for the quality of information
• Photocopy and distribute documents as required
• Shred and destroy confidential documentation in line with Trust policy
• Provide information / produce basic routine reports at an appropriate level under supervision
• Be responsible for the lifecycle management of records in paper and electronic form
• Participate in the on-going archive process for paper care records

8.Records management duties:

• Create electronic and paper records to the standard Trust design
• Track the movement of records as appropriate
• Ensure appropriate records and files are available to staff as required

9.Research and Development:

• Undertake surveys and routine audits of own work as and when required

Person specification

Qualifications

Essential

Maths and English GCSE A*-C/9-4 

Experience

Essential

Experience of dealing with the Public/Customer service experience
Experience of working with a range of Microsoft Office packages
Experience of using IT systems
Experience of working in a busy office/customer care environment 

Desirable

Experience of working in Healthcare 

Additional Criteria

Essential

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
Good organisation skills and ability to multitask
Good time management skills
Ability to deal professionally with enquiries from staff, service users and stakeholders
Understand confidentiality and apply the principles in every day 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
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.

For help with your application, contact: 

Monique Brown 

monique.brown@uhb.nhs.uk 

01214243596