Administration Officer

University Hospitals Coventry and Warwickshire; Coventry; On-site; GBP 20,000 - 26,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking an administrative support team member to manage filing systems, support the department’s day-to-day operations and ensure accurate data input into Trust IT systems. The role requires clear communication, attention to detail and the ability to prioritise workload.

Essential criteria include NVQ 2 in Customer Care or equivalent, experience in customer-facing roles, and strong knowledge of Microsoft Office.

Qualifications

• Basic numeracy and literacy qualifications or willing to work towards (NVQ 2 in Customer Care or equivalent).
• Experience in a customer facing role is essential.
• Working knowledge of Microsoft Office packages (Outlook, Word, Excel).
• Ability to communicate clearly, both written and verbally, with high accuracy and organisation.

Responsibilities

• Maintain both manual and electronic filing systems and databases, ensuring accurate archiving.
• Provide efficient administrative support including photocopying and general team support.
• Utilise Trust IT systems and input patient data in line with guidelines.
• Collate and monitor documentation to assist monthly department reports.

Skills

Microsoft Office

Communication

Numeracy

Attention to detail

Education

NVQ 2 in Customer Care or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

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.

Person specification

Qualifications

Essential criteria

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

Experience

Essential criteria

• Experience in a customer facing role.

Desirable criteria

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

Knowledge

Essential criteria

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

Skills

Essential criteria

• 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

Essential criteria

• 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