Administration Support - Band 2 | University Hospitals Coventry and Warwickshire NHS Trust

University Hospitals Coventry and Warwickshire; Coventry; On-site; GBP 20,000 - 24,000; Full time

Job summary

A leading healthcare organization in Coventry is seeking an efficient Administrative Officer to provide reception and administrative services. The ideal candidate will manage patient appointments, handle confidential data, and exhibit strong communication skills. This role offers opportunities for personal development and career growth within a reputable Trust that values diversity and inclusivity.

Benefits

Access to learning and development opportunities

Qualifications

• Experience in administrative/reception service in a healthcare setting.
• Excellent telephone and communication skills.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Providing efficient administrative and reception services.
• Handling patient appointments via telephone and in person.
• Amending and sending out clinical documents.

Job description

Responsibilities

• Providing an efficient and professional administrative/reception service across all services in the building
• Word‑processing including copy typing
• Handling all aspects of patient appointments via telephone and face‑to‑face
• Cancelling and re‑booking clinics / appointments as delegated by Supervisor / Line Manager
• Taking detailed messages via telephone or at reception, dealing with them in a timely and efficient way and referring as appropriate
• Amending and sending out clinical documents (e.g., letters)
• Ensuring appropriate care records and files are available to clinicians (e.g., for inpatient and outpatient appointments and for ad hoc requests)
• Accurately inputting confidential data using a variety of Trust IT systems in a timely way
• Booking interpreters and transport for patients as required
• Providing flexible administrative and reception cover as required to meet the needs of the services, which might occasionally involve working at another base in the local area during cross‑cover arrangements
• Receiving and opening incoming post and taking action as required, liaising with staff, service users and stakeholders
• Providing excellent telephone skills
• Accurately recording telephone messages and other enquiries and referring as appropriate
• Providing effective communication and problem solving both face‑to‑face and via telephone
• Being compassionate and sensitive to the requirements of staff, service users and stakeholders when communicating by telephone or face‑to‑face, including dealing with difficult situations (e.g., aggressive or demanding behaviour)
• Attending admin team / departmental meetings on a regular basis and contributing to building effective teamwork in exchanging views, ideas and communicating effectively
• Respecting all service users and colleagues at all times
• Being responsible for receiving and signposting service users and visitors to the appropriate department/person within the building and undertaking admin duties associated with their attendance
• Being the first point of contact on reception, demonstrating a friendly, approachable and professional manner at all times

Expected to use own initiative and to be able to work unsupervised, taking responsibility for themselves and the quality of their work and the service they provide to patients. Must be able to plan and manage a range of duties, organise own work to meet deadlines and respond professionally to enquiries both internal and external. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.

About the Trust

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.