Administration Support

Administration Support

University Hospitals Coventry and Warwickshire NHS Trust

The closing date is 20 July 2026

To support the pre operative nursing team.

Provide effective and efficient administrative support to the department, using your own initiative and ability to work unsupervised. Take responsibility for the quality of your work and the service you provide to patients.

Plan and manage a range of duties, organise own work to meet deadlines and respond professionally to enquiries both internal and external to the organisation.

Sponsorship is not eligible for this post.

Main Duties

• Provide efficient and professional administrative service within the pre operative service.
• Word processing including copy typing.
• Handle all aspects of patient appointments via telephone and face to face.
• Cancel and re book clinics/appointments as delegated by Supervisor, Line Manager or Nurses.
• Take detailed messages via telephone, deal with them in a timely and efficient way and refer as appropriate.
• Amend and send out clinical documents (e.g., letters).
• Ensure appropriate care records and files are available to clinicians for inpatient and outpatient appointments and for ad hoc requests.
• Accurately input confidential data using a variety of Trust IT systems in a timely way.
• Book interpreters and transport for patients as required.

Job Responsibilities

• Liaise with staff, service users and stakeholders.
• Accurately record telephone messages and other enquiries, refer as appropriate.
• Provide effective communication and problem solving both face to face and via telephone.
• Be compassionate and sensitive to the requirements of staff, service users and stakeholders when communicating, including dealing with difficult situations.
• Attend admin team / departmental meetings regularly, contribute to building effective teamwork in exchanging views, ideas and communicating effectively.
• Respect should be demonstrated to all service users and colleagues at all times.
• Be responsible for receiving and signposting service users and visitors to the appropriate department/person within the building and undertake admin duties associated with their attendance.
• First point of contact on reception, demonstrating a friendly, approachable, professional manner at all times.

Qualifications

• Good general education (e.g., GCSE Maths and English).
• QCF Business Administration Level 2 or willingness to work towards it.
• QCF Customer Service Level 2 or willingness to work towards it.

Experience

• Experience working in a busy office/customer service environment.
• Experience in a customer facing role.
• NHS experience.

Knowledge

• Knowledge of Microsoft Office packages (Word, Excel).
• Experience using Trust IT systems.

Skills

• Ability to communicate clearly, both written and verbally.
• Standard keyboard/IT skills.
• Attention to detail, accuracy.
• Ability to prioritise and organise own workload.
• Ability to deal with stressful situations and sensitive issues.
• Good organisational skills and ability to multitask.
• Problem solving ability.
• Understanding of confidentiality and application of principles in everyday working practice.

Commitment to Trust Values and Behaviours

• Demonstrate behaviours consistent with the Trust's values.
• Applicants applying for managerial responsibility must demonstrate evidence of promoting equal opportunities.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a Disclosure and Barring Service check to identify any previous convictions.

Employer

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire