Administration Officer

University Hospitals Coventry and Warwickshire NHS Trust

Information:

This job is now closed

Job summary

To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures. To effectively communicate related information and advice to enable the multi disciplinary team to achieve operational excellence.

Main duties of the job

1. Welcome, receive and greet all visitors to the area, providing the first point of direct contact for all service users, resolving routine enquiries and complaints professionally in accordance with local standards and procedures, and referring other queries to relevant colleagues where appropriate.

2. Collate information generated by others in order to maintain computerised information systems, ensuring that data is accurately recorded and updated as required. Provide accurate data as requested by other members of the multi-disciplinary team.

3. Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.

4. Communicate with staff, patients and/or external organisations using appropriate methods.

5. Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.

6. Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.

7. Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include iPM, CRRS, and other data bases.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Date posted

09 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

218-AC-B2-6619729

Job locations

The Hospital of St. Cross

Barby Road

Rugby

CV22 5PX


Job description

Job responsibilities

Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.

Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).

Assist with training new team members in Trust operational systems and department procedures.

Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.

Prioritise daily tasks to achieve timescales set.

Provide appropriate cover in the absence of other members of the team.

Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.

For further details of the role please see the attached job description.

Job description

Job responsibilities

Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.

Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).

Assist with training new team members in Trust operational systems and department procedures.

Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.

Prioritise daily tasks to achieve timescales set.

Provide appropriate cover in the absence of other members of the team.

Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.

For further details of the role please see the attached job description.

Person Specification

Qualifications

Essential

  • See supporting documents

Experience

Essential

  • See supporting documents

Desirable

  • See supporting documents

Knowledge

Essential

  • See supporting documents

Skills

Essential

  • See supporting documents
Person Specification

Qualifications

Essential

  • See supporting documents

Experience

Essential

  • See supporting documents

Desirable

  • See supporting documents

Knowledge

Essential

  • See supporting documents

Skills

Essential

  • See supporting documents

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

The Hospital of St. Cross

Barby Road

Rugby

CV22 5PX


Employer's website

https://www.jobsatuhcw.co.uk (Opens in a new tab)

Employer details

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

The Hospital of St. Cross

Barby Road

Rugby

CV22 5PX


Employer's website

https://www.jobsatuhcw.co.uk (Opens in a new tab)

For questions about the job, contact:

Admin Team Leader

Francis Kayada

francis.kayada@uhcw.nhs.uk

01788663257

Date posted

09 September 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

218-AC-B2-6619729

Job locations

The Hospital of St. Cross

Barby Road

Rugby

CV22 5PX


Supporting documents

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