Band 4 Administrator / Coordinator - Colposcopy

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Band 4 Administrator / Coordinator - Colposcopy

The closing date is 22 March 2026

The post holder will play a key part in facilitating/attending the Colposcopy MDT, completing the KC65 quarterly and annual reports, supporting the department with SQAS recommended actions, overseeing timeliness of results letters and supporting the Cervical Screening Programme lead with audits. The post holder will be responsible for taking minutes at the Colposcopy Operations and Quarterly Screening Meetings.

The post holder will provide a comprehensive and full ranging administration/Co-ordination service within the department, working in conjunction with colleagues, service users and stakeholders to provide an efficient service.

It is essential that the post holder exercises initiative and judgement using acquired skills and knowledge and ensure that they are maintaining confidentiality at all times.

The post holder will provide an empathic and sensitive point of contact for service users.

The post holder will be responsible for the day to day training and supervision of other administrators/Co-ordinators and clerical support workers.

Main duties of the job Communication

• Liaise with staff and service users
• Accurately record telephone messages and action as appropriate
• To provide a point of contact for service users
• Provide effective communication and problem solving both face to face and via telephone
• Be sympathetic and sensitive to the requirements of staff, service users when communicating by telephone or face to face, including dealing with a difficult situation
• Attend departmental meetings on a regular basis and take minutes
• Contribute to building effective teamwork in exchanging views, ideas and communicating effectively
• To assist with the collection and provision of statistical data as required and the ability to extract, manipulate, analyse complex data sets and communicate them in an easy to understand manner
• Ability to make decisions relating to non-routine enquiries and issues.
• Ability to problem solve and provide alternative solutions
• Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action
• Distribute and prioritise incoming mail, using judgement and experience to decide which documents require urgent action and which may be passed directly to other areas for action and information

Planning and Organisational Skills

• Organise own day-to-day work and prioritise team tasks as required showing an ability to prioritise in order to achieve set timescales
• Arrange and prioritise meetings and case conferences as appropriate

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

Person Specification Qualifications

• Good General Education (eg. GCSE English and Maths A-C GCSE LEVEL 9-4
• Business Administration NVQ level 3 or equivalent experience in an Administrative environment

Experience

• Experience of dealing with the Public/Customer service experience
• Experience of working in a Secretarial/ Administrative role with a proven track record of problem solving
• Experience of dealing with the Public/Customer service experience
• 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
• Experience of working in a busy environment
• Experience of working in Healthcare
• Previous experience of transcribing formal minutes

Additional Criteria

• 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
• Ability to travel to multiple sites
• 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 name

University Hospitals Birmingham NHS Foundation Trust