Receptionist / Administration Assistant

University Hospitals Coventry and Warwickshire NHS Trust; Rugby; On-site; GBP 20,000 - 25,000; Full time

Job summary

A prominent healthcare institution in Rugby is seeking a dedicated Receptionist / Administration Assistant to be the first point of contact for visitors. The role involves maintaining administrative and clerical activities, supporting a multi-disciplinary team, and managing data accurately. Ideal candidates will have strong communication skills and experience in administrative roles. This position is part of a vibrant and committed team aiming to provide excellent patient care and uphold the Trust's values.

Qualifications

• Experience in a receptionist or administrative role.
• Strong communication skills.
• Ability to maintain accurate records and manage filing systems.

Responsibilities

• Act as the first point of contact for visitors and service users.
• Maintain computerised information systems accurately.
• Manage incoming and outgoing post efficiently.

Job description

Receptionist / Administration Assistant

Closing date: 04 January 2026

Welcome, receive and greet all visitors to the area, providing the first point of direct contact for all service users, resolving routine enquiries and complaints professionally in accordance with local standards and procedures, and referring other queries to relevant colleagues where appropriate.

To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures. To effectively communicate related information and advice to enable the multi-disciplinary team to achieve operational excellence.

Please be advised sponsorship is not eligible for this post.

Please be advised that this job advert will close as soon as sufficient applications have been received.

Main duties of the job

• Collate information generated by others in order to maintain computerised information systems, ensuring that data is accurately recorded and updated as required. Provide accurate data as requested by other members of the multi-disciplinary team.
• Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
• Communicate with staff, patients and/or external organisations using appropriate methods.
• 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. These systems may include EPR and other databases.

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. 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 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

• To be the first point of contact as Maple Unit Receptionist. 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.

Please see attached job description and person specification.

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