Administration Officer

UHCW; Coventry; On-site; GBP 23,000 - 28,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust in Coventry is seeking an Administration Officer to join our City of Coventry Health Centre Site. You will provide professional administrative support, manage enquiries, maintain records, coordinate appointments and meetings, and support colleagues across a busy healthcare environment.

We are looking for an organised, proactive individual with clear communication, attention to detail, and the ability to work independently and in a team.

Qualifications

• Basic numeracy and literacy qualifications.
• NVQ 2 in Customer Care or equivalent or willing to work towards.
• Experience in a customer facing role.
• NHS or Public Sector experience.
• Experience of working in a busy administration environment.
• Knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.

Responsibilities

• 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.
• 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.
• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate
• Communicate with staff, patients and/or external organisations using appropriate methods
• 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
• Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested
• Utilise Trust IT systems, ensure all relevant patient data is collected and input accurately in line with Trust guidelines
• 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

Skills

Clear communication

High accuracy

Prioritisation & organisation

Data tracking

Education

NVQ 2 in Customer Care or equivalent

Tools

Microsoft Office (Outlook, Word, Excel)

Job description

Main area Therapies Grade NHS AfC: Band 2 Contract Permanent Hours Full time - 37.5 hours per week (Monday to Friday) Job ref 218-AC-B2-8394024

Site City of Coventry Health Centre Town Coventry Salary £25,272 per annum Salary period Yearly Closing 09/11/2026 23:59 Interview date 23/11/2026

Job overview

Join our dedicated administrative team at University Hospitals Coventry and Warwickshire (UHCW) at our City of Coventry Health Centre Site and play a key role in supporting the delivery of high-quality patient care. As an Administration Officer, you will provide efficient and professional administrative support, ensuring the smooth day-to-day running of services across the Trust.

You will be responsible for managing enquiries, maintaining accurate records, coordinating appointments and meetings, and supporting colleagues across a busy healthcare environment. We are looking for an organised, proactive individual with excellent communication skills, strong attention to detail, and the ability to work effectively both independently and as part of a team.

This is an excellent opportunity to develop your administrative career within one of the UK's leading NHS organisations while making a meaningful difference to patients and staff every day.

Please note this vacancy is not eligible for sponsorship.

Main duties of the job

• 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.
• 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.
• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate
• Communicate with staff, patients and/or external organisations using appropriate methods

Working for our organisation

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.

Detailed job description and main responsibilities

• 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
• Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested
• 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.
• 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 please see the attached job description.

Qualifications

• Basic numeracy and literacy qualifications.
• NVQ 2 in Customer Care or equivalent or willing to work towards.

Experience

• Experience in a customer facing role.
• NHS or Public Sector experience.
• Experience of working in a busy administration environment.

Knowledge

• Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.

Skills

• Able to communicate clearly, both written and verbally.
• Maintains a high level of accuracy
• Able to prioritise and organise own workload.
• Able to track information.

Commitment to Trust Values and Behaviours

• Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For posts with managerial responsibility only
• Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience.
• Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders