Senior Administrator SALT

Senior Administrator SALT

The closing date is 12 March 2026.

We are looking for an organised, proactive Senior Administrator to support our Children's SALT clinical team and play a key role within our countywide admin network. You will work closely with fellow Band 4 colleagues and provide guidance and support to other admin staff, helping everything run smoothly for children and families. The post is based in Rugby at the Orchard Centre.

If you are collaborative, positive and take pride in keeping services running at their best, we would love to hear from you.

Main duties of the job

To work as part of a team providing a specialised, comprehensive and confidential patient centred clinical and administration service to the Speech and Language Therapy Department.

To help co ordinate the management of the Hearing Impairment, Dysphagia and ASD pathways working closely with the clinical leads.

Along with the other senior administrative staff support the HR functions of a large department including recording and monitoring leave, updating ESR records, facilitate induction, and support recruitment of new staff.

Have day to day management responsibility for the work of a Band 3 Assistant Secretary.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been ranked as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford Unnap Avon, Royal Leamington Spa and Shipston on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

We appreciate you completing the survey.

Job responsibilities

Key Result Areas:

Knowledge, Skills and Experience

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

Be a point of contact for staff and liaise regularly to manage their administration to ensure all complex queries are resolved.

To ensure that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.

Prioritise and coordinate the teams workload, ensuring urgent tasks are completed within timescales and identify workload issues that may affect clinical service provision.

To monitor clinical correspondence to ensure letters are sent out in a timely manner and efficient manner.

Arrange patients appointments as required using LORENZO.

Arrange appointments as required using MS Teams if appropriate.

To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

To compile and maintain up to date administrator job plan/cover folder for the team.

To undertake all routine tasks required for the administration and running of the Department of Speech and Language Therapy in consultation with the Team Lead and Head of Service including:

Recording of annual leave, sick leave, maternity leave and other absences for all members of staff.

Recording of study leave including completing application forms and arranging payment of courses.

Ensuring the availability of current staff timetables and maintaining up-to-date address lists.

Ordering and ensuring the availability of an adequate supply of Assessment / Resource materials, together with stationery / office equipment / furniture for the whole department and monitoring stock levels.

Processing requisition orders, receiving/checking and distributing equipment ordered.

Receiving enquiries and despatching products marketed by the department.

Arranging and minuting staff meetings, in service training days and other departmental meetings. Preparing and circulating agendas and ensuring minutes of the meetings are subsequently typed and circulated.

Preparing of all questionnaires and all documentation relating to quality audit. Collating results in preparation for final write up.

Having knowledge and experience of using Trust Information System.

Photocopying, filing, emailing and searching for information on the Internet.

Opening and distribution of post.

Franking outgoing post, weighing and ensuring correct postage.

Receiving callers to the department and ensuring that they are dealt with in a courteous and appropriate manner.

Supervising and supporting any temporary secretarial staff or work experience students seconded to the Trust as required.

Measurable Result Areas

Responsible for updating and maintaining the waiting lists to ensure accurate record keeping at all times.

Completing ESR forms so that staff records are up to date.

Co operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System and assisting managers in its implementation.

Communications and Working Relationships

Act as a point of contact to ensure all enquiries from patients, staff, other departments and external agencies are effectively managed and resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

Communicate effectively with people who have communication difficulties, including parents, carers and other family members. This will mean adapting style and content to match the circumstances.

To support the team with any audits/ data/ information required.

To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e mail correspondence.

To ensure team timesheets are accurate and up to date on a weekly basis, including flexible working and bank sessions.

To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times and providing day to day supervision where required.

Person Specification Qualifications

• Demonstrate good level of basic education including English language GCSE pass at grade 4 - 9 or equivalent
• NVQ Level 3 in Customer service or equivalent
• Demonstrate good understanding and competence with Patient Administration Systems (e.g. Lorenzo)
• European Computer Driving License or equivalent

Experience

• Demonstrates understanding of the key functions of a Senior Administrator role
• Previous involvement in delivery of service improvements
• Significant experience of working with patient administration systems

Skills

• Excellent communications skills
• Friendly and professional manner to support the above
• Good working knowledge of Microsoft Office, including developing EXCEL spreadsheets
• Exceptional organisational skills and ability to prioritise tasks
• Demonstrate understanding of patient confidentiality
• Sound working knowledge of LORENZO
• Experience of working with Excel and PowerPoint
• Demonstrate ability to effectively work in a team or alone
• Able to deal with distressing situations patients/relatives
• Demonstrate ability to remain calm under pressure
• Able to influence and engage others both at peer and a senior level.
• Able to use own initiative

Other Job requirements

• Able to use a computer for the majority of the day
• Able to focus attention for prolonged periods
• Able to cope with frequent interruptions
• Independent means of transport

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.

South Warwickshire University NHS Foundation Trust