Administration Specialist

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 60,000 - 80,000; Full time

Job summary

A prominent NHS Trust in Coventry seeks an Administration Specialist for the Radiology Medical Rota Team. This full-time role involves managing medical rotas, ensuring efficient staffing, and providing administrative support. Candidates should excel in communication and organizational skills with a strong command of Microsoft Office. The position demands the ability to work under pressure and prioritize effectively to maintain high-quality patient care. Interested individuals are encouraged to apply promptly as closing dates may vary.

Qualifications

• Ability to manage workload independently and prioritize tasks.
• Familiarity with administrative systems and clerical procedures.
• Strong leadership and accountability for rota management.

Responsibilities

• Manage diary and on-call rotas for staff.
• Facilitate communication among clinical teams.
• Assist in scheduling and liaising regarding rotas.
• Advise junior staff on training commitments.

Skills

Attention to detail

Communication skills

Interpersonal skills

Organisational skills

Microsoft Office proficiency

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Administration Specialist

Closing date is 22 January 2026

An exciting opportunity has arisen for a motivated individual to join the Radiology Medical Rota Team on a full time basis. We are looking for an enthusiastic person to join our friendly team to provide an efficient administrative and support service for the Radiology Medical Workforce.

The role involves being responsible for the management, day to day staffing, and coordination of the medical rotas. Assisting in the design preparation and publication of rotas.

***Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.***

Main duties of the job

You must have good attention to detail together with the ability to prioritise your own work load to meet deadlines and show leadership and accountability for all issues pertaining to rotas.

You will have good interpersonal skills liaising with Senior Management and Medical Staff.

It is essential that the post holder be a competent user of Microsoft Office including Excel, you will be willing to adapt to change and learn new skills along with having a good knowledge of general administration and clerical procedures.

The post holder should possess excellent organisational and communication skills whilst having the ability to deliver high quality support for our service and customers.

The ability to remain calm under pressure, to work to tight deadlines and prioritise workload effectively is essential for this role.

The post holder will support the divisions to ensure the provision of high-quality patient care by efficiently deploying appropriate staff.

***Please be informed that interviews for this role are scheduled for 3rd January 2026***

***Please be advised we are unable to support with sponsorship for this role***

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.

Job responsibilities

• Manage diary and on call rota for 49 consultants and 26 registrars arranging cover for authorised absence.
• Communicates with range of clinical and non-clinical staff concerning progress against all consultant activities and schedule accordingly.
• Maintain rotas and assist in scheduling consultants and liaise with other relevant parties concerning the planning and composition of the rotas as necessary.
• Facilitates communication between different clinical and non-clinical teams.
• To exchange verbal and written information with consultants, junior medical staff, service manager and other members of the Imaging team.
• Assists the Service manager with the Job planning process which includes arranging meetings and recording job plans on relevant ICT systems.
• Receive and take relevant action on all communication from other consultants, junior medical staff, other departments and hospitals.
• Utilise a range of work procedures and practices, using knowledge of full range of administrative systems, software programmes, specialised functional terms.
• Advise registrars/junior medical staff to attend clinical, mandatory and other training commitments as necessary (e.g. induction, department IT training).
• Arrange meetings and tutorials as required, producing agendas and taking and transcribing minutes if required.
• Organise medical students and clinical attachments attached to the consultant, liaising with various departments to arrange placements, arrange teaching sessions and attendance at clinical sessions as necessary.
• Manage own workload and work independently within service need.
• Liaise with the relevant departments outside of Imaging with regards to on-calls and planning as required (e.g. weekend on-calls for switchboard and weekend plans).
• Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace, including attending appropriate directorate briefings and meetings.
• Any other duties commensurate with the grade and in line with the requirement of the post.
• Processing of bank and agency escalation forms.
• Mentoring Radiology Support Secretaries and assess competencies.

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

Person Specification

Qualifications

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Experience

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Knowledge

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Skills

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  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.

  Employer name

  University Hospitals Coventry and Warwickshire NHS Trust