Clinical Administration Team Leader

UHCW; Coventry; On-site; GBP 28,000 - 31,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust in Coventry is seeking a Clinical Administration Team Leader to manage the Ward Clerk Centralised team, oversee processes and ensure that agreed standards are met in line with NHS Trust policies.

You will lead recruitment, staff development and provide first-line management for sickness, disciplinary and performance issues, while driving improvements across the department.

Qualifications

• Managerial experience in an administration environment.
• Experience in a customer-facing role.
• Advanced decision making and resolving complex work-related issues.
• Managing the workload of a team.

Responsibilities

• To deputise on behalf of the Operations & Performance Manager supporting the effective daily operation of the department where appropriate.
• Acting as the lead for managing recruitment, retention and selection of administrative staff including preparation of the appropriate documentation.
• Provide team leader cross-cover across Clinical Administration teams when required.
• Assuming first line management responsibility in dealing with sickness reviews, disciplinary, capability and grievance issues as required.
• Responsibility for the education and development of the administrative staff including undertaking some Personal Development Reviews.
• Provision of an effective communication system both within the team and to internal and external agencies.
• Providing and improving services in line with Trust objectives and nationally agreed initiatives
• Motivating and persuading staff regarding changes to procedures and current practice
• Monitoring and providing reports to Senior Team in line with KPIs
• Monitoring and assisting with the investigation of complaints in line with Trust guidelines, policies and procedures, instigating any immediate action required for reasons of health, safety and security.

Skills

Managerial experience

Customer-facing

Advanced decision making

Team supervision

Communication skills

Tools

Microsoft Office

Job description

Main area Core Services, Performance and Informatics Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday 08:00-16:00) Job ref 218-AC-B4-8367548

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £28,392 - £31,157 per annum Salary period Yearly Closing 29/10/2026 23:59 Interview date 12/11/2026

Job overview

The post holder will be joining our Performance & Informatics (P&I) department who are well respected and the largest of our corporate services. The P&I portfolio encompasses Business Intelligence & Informatics, Corporate Performance, Information Systems Development, Clinical Coding, Data Quality, Ward Clerks, Patient Access and Cancer Services.

P&I work cross functionally to support the Trusts operational delivery of both national and internal targets which ensures the highest standards of patient care are delivered. A robust Performance Management Framework is embedded across UHCW that tracks and evaluates progress and supports both operational and clinical governance frameworks.

The role of the Clinical Administration Team Leader will manage the Ward Clerk Centralised team, processes and developing the service in line with required internal and external standards. To make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with Departmental, Trust and National standards, policies and procedures. To act as a primary source of advice and guidance. As Clinical Administration Team Leader, you will be competent in all these areas to provide cross-cover, but you will be predominantly responsible for one team.

Please be advised sponsorship is not eligible for this post.

Main duties of the job

• Lead internal service provider meetings, Trust/Divisional/Departmental meetings, assuming responsibility for administration issues
• Responsibility for departmental performance including participation in the setting of objectives and standards.
• Representing the department in appropriate forums.
• Continuous review/updating of ward clerk administration policies and procedures and supporting documentation and or systems.
• Participating in implementing and developing new processes and guidance for an efficient and effective operation of processes within the Department and Trust.
• Liaise with local ICT helpdesk to raise technical issues relating to relevant departmental IT systems
• Acting as first point of call for any Ward Clerk escalations, issues and risks raised by the team.

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

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 anenvironment 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

• To deputise on behalf of the Operations & Performance Manager supporting the effective daily operation of the department where appropriate
• Acting as the lead for managing recruitment, retention and selection of administrative staff including preparation of the appropriate documentation.
• Provide team leader cross-cover across Clinical Administration teams when required.
• Assuming first line management responsibility in dealing with sickness reviews, disciplinary, capability and grievance issues as required.
• Responsibility for the education and development of the administrative staff including undertaking some Personal Development Reviews.
• Provision of an effective communication system both within the team and to internal and external agencies.
• Providing and improving services in line with Trust objectives and nationally agreed initiatives
• Motivating and persuading staff regarding changes to procedures and current practice
• Monitoring and providing reports to Senior Team in line with KPIs
• Monitoring and assisting with the investigation of complaints in line with Trust guidelines, policies and procedures, instigating any immediate action required for reasons of health, safety and security.

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

Experience

• Managerial experience in an administration environment
• Experience in a customer-facing role
• Advanced decision making and resolving complex work-related issues
• Managing the workload of a team

Knowledge

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel
• Excellent understanding of general office working procedures
• Excellent understanding of people management
• Awareness of current issues within the NHS

Skills

• Able to inspire and promote confidence in a team
• Excellent attention to detail and accuracy
• Able to recognise and resolve complex issues, referring where appropriate
• Positive and flexible approach to work
• Able to demonstrate an innovative and forward-thinking approach
• Understands limits of own responsibilities
• Proven record of planning, organisational, change management and administration skills
• Excellent presentation skills
• Ability to supervise a team
• Advanced decision-making skills
• Excellent level of verbal and written communication
• Able to persuade, negotiate and influence others
• Able to use judgement and initiative to provide information and support
• Excellent numerical and analytical skills
• Able to apply tact and sensitivity to establish trust and confidence
• Empathetic approach to managing and resolving enquiries
• Able to manage difficult and distressing situations effectively
• Able to analyse problems and initiate appropriate solutions effectively
• Able to write complex reports, formulate policies and transcribe and compose minutes
• Able to work using own initiative
• Able to work as part of a team
• Able to collaborate with others
• Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment
• Reliable and punctual with a flexible attitude towards working hours to meet service needs

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