Band 3 Theatre Administrator

University Hospitals Birmingham NHS Foundation Trust Band 3 Theatre Administrator

The closing date is 13 March 2026

We are seeking an organised and reliable Administrator to join the Theatre Administration Team on a 12‑month fixed‑term contract to cover maternity leave. The Theatre Administration Team provides essential frontline support for clinical teams by acting as the central point of contact and directing queries appropriately.

The post holder will provide a comprehensive administrative and coordination service to support the effective operation of Theatre Services. The role will primarily support theatre staff, managers and clinical teams, ensuring that day‑to‑day administrative processes are delivered efficiently and to a high standard.

This position is well suited to an individual with strong organisational skills, excellent attention to detail and the ability to prioritise a varied workload in a busy environment. The successful candidate will demonstrate professionalism, confidentiality and a proactive approach to problem‑solving, working effectively as part of a team to support safe and efficient theatre services. Confidence using digital systems and a professional, supportive approach to handling enquiries are essential.

Previous administrative experience is required, and experience within an NHS or healthcare setting is desirable.

Key duties will include maintaining electronic systems and records, preparing reports and documentation, minuting meetings, responding to internal enquiries and providing general administrative support to the wider theatre team. The post holder will work closely with clinical and non‑clinical colleagues to ensure information is accurate, timely and appropriately communicated.

• Effectively communicating and problem solving both face‑to‑face and via telephone.
• Monitoring a shared inbox and responding to queries related to annual leave, payroll and general administration.
• Making decisions and taking actions relating to routine enquiries, with support and supervision.
• Processing HR forms.
• Coordinating external visitors through theatres and ensuring full compliance with Trust policies and procedures.
• Conducting audits as required to support resource optimisation.
• Minuting meetings and tracking actions.
• Organising and securely retaining confidential records for theatre personnel in line with Trust policy.
• Managing the ordering of supplies as required.
• Carrying out routine administrative tasks such as replenishing stationery, laminating, printing, scanning, filing, posting and copying. Undertaking any additional tasks necessary to support the smooth running of the theatre department.

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) GCSE Level 9‑4
• Business Administration NVQ level 3 or equivalent experience in an administrative environment

• Experience of dealing with the Public/Customer service experience
• Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
• Experience of using IT systems
• Experience of working in a busy environment
• Experience of working in Healthcare

• Good communication / customer care…