Administration Specialist and Personal Assistant

Allscreens Nationwide Ltd; Coventry; On-site; GBP 21,000 - 26,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking an Administration Specialist and Personal Assistant to support the Discharge Team with confidential, patient-centred administration and secretarial duties.

The role includes managing the team’s diary, coordinating meetings, minuting, handling enquiries, and ensuring accurate documentation and timely referrals to internal and external partners. Commitment to NHS standards and team support is essential.

Qualifications

• Confidential, patient-centred administrative and secretarial support.
• Ability to manage sensitive information with discretion.
• Experience handling discharge-related administrative tasks is desirable.

Responsibilities

• Act as a senior point of contact; manage enquiries and escalate promptly as needed.
• Ensure documentation is up-to-date, filed correctly and available when required.
• Organise patient referrals to IDT and external organisations; keep electronic systems updated.
• Lead day-to-day data collection for the Discharge Team and prepare reports for the team manager.
• Implement and maintain efficient office management systems to optimise patient care services.
• Contribute to patient and business improvement agendas.
• Provide cross-cover and supervisory support for Band 2/3 admin team members.
• Assist IDT manager with diary management, meeting bookings and minuting; prioritise urgent items.

Skills

Diary management

Administrative support

Minuting

Data reporting

Office systems

Job description

Administration Specialist and Personal Assistant

A Vacancy at University Hospitals Coventry and Warwickshire NHS Trust.

To provide a specialised, comprehensive and confidential patient-centred administration and secretarial service to the Discharge Team in accordance with Departmental, Trust and National standards, policies and procedures.. To act as a source of advice and guidance regarding the specialty.

Please be advised sponsorship is not eligible for this post.

1. Act as a senior point of contact, ensuring all enquiries are effectively and sensitively managed and promptly resolved or escalated.
2. To ensure, that documentation is up-to-date, filled appropriately and available when required.
3. To ensure the effective organisation of all patients referred to IDT and system partners, referrals are sent to external organisations abiding by their processes and policies. Ensure electronic systems are timely updated.
4. To assume responsibility for the day-to-day data collection for the Discharge Team informing the appropriate services of daily discharges, inappropriate referrals, timeliness of referrals. Devising reports with this information for the team manager.

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.

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.

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)

• To implement and maintain efficient office management systems /procedures to enable the Department to optimise their patient care services.
• To continually contribute to patient and business improvement Agendas.
• Support team members, provide cross-cover in the absence of colleagues and having supervisory responsibility for Band 2/3 admin team members.
• To support the IDT manager with administrative and organisational activities such as diary management, meeting bookings and minuting, inbox management. Taking appropriate action where necessary, prioritising urgent items for attention of IDT Leaders in the absence of the manager.

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

This advert closes on Thursday 6 Aug 2026