Senior Administration Officer

UHCW; Coventry; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Senior Administrative Assistant to provide confidential admin support to the FOI & Access to Health Records Department in Coventry. The role focuses on handling requests under GDPR, FOIA and Health Records acts, ensuring timely processing and data quality.

The post requires organisational excellence, effective communication, and accurate data handling across Trust IT systems.

Qualifications

• Key skills in level 2 in literacy and numeracy or equivalent.
• NVQ 3 in Business Administration or Equivalent administration qualification.
• RSA typing level 1 or 2 or equivalent.

Responsibilities

• Act as first point of contact for telephone, email and written enquiries for the FOI and Access to Health Records Department.
• Receive, register, acknowledge, and monitor requests under UK GDPR, Data Protection Act 2018, FOIA 2000 and Access to Health Records Act 1990.
• Obtain, process, and record confidential information in accordance with policies; maintain confidentiality.
• Contribute to business improvement by producing reports and managing data using Trust IT systems.
• Assist with implementation and maintenance of office management systems to optimise patient care.
• Support team members with training and development and other duties as required.

Skills

Literacy and numeracy Level 2

RSA typing level 1/2

Education

NVQ 3 in Business Administration

Job description

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 05/11/2026 23:59 Interview date 16/11/2026

Job overview

The Senior Administrative Assistance will provide a comprehensive, efficient and confidential administrative service to the FO & Access to Health Records Department.

Main duties of the job

The post holder will support the effective operation of the FOI and Access to Health Records Department, helping to ensure that statutory requests are managed efficiently and within the required timescales.

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.

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.

Detailed job description and main responsibilities

• To act as a first point of contact for telephone, email and written enquiries received by the FOI and Access to Health Records Department. This will require ensuring all enquiries are effectively managed and successfully resolved within a prompt timescale ensuring all relevant personnel are informed as necessary and appropriate record is maintained. Liaising and effectively communicating at all levels using written, oral and electronic methods. Using tact and sensitivity to deal with difficult issues as required.
• Receive, register, acknowledge, and monitor requests made under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Freedom of Information Act 2000, and the Access to Health Records Act 1990. Ensure statutory deadlines are accurately recorded and monitored, maintaining high standards of data quality by entering and updating information on departmental databases, tracking systems, and Trust information systems, including the Electronic Patient Record (EPR) and Infreemation.
• Obtain, process, and record confidential and sensitive information received from patients, relatives, solicitors, staff, and external organisations in accordance with Trust policies, information governance requirements, and relevant legislation. Handle information securely and accurately while maintaining confidentiality at all times and contribute to continuous service improvement by identifying and sharing ideas to enhance processes and service delivery.
• To continually contribute to business improvement agendas. This will require undertaking any project work as directed, including obtaining information from the internet, collation and reporting of data in order to produce reports and spreadsheets utilising relevant Trust IT systems, as determined by the role, ensuring all relevant data is collected and input accurately in line with Trust guidelines.
• To assist with the implementation and maintenance of an efficient office management system/procedures to enable the service to optimise its patient care services.
• To support team members. This will require undertaking appropriate staff training and development and undertake any other duties commensurate with the grade of the post and as required by the FOI and Access to Health Records Manager.

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

Qualifications

• • Key skills in level 2 in literacy and numeracy or equivalent • NVQ 3 in Business Administration or Equivalent administration qualification
• • RSA typing level 1 or 2 or equivalent

Experience

• • NHS experience • Experience in dealing with complex telephone calls. • Experience of listening and questioning with an ability to manage challenging situations • Good keyboard skills • Takes ownership of queries and complaints. • Ability to communicate appropriately and effectively with clarity both verbally and in writing. • Decision making and resolving work related issues

Knowledge

• • Knowledge of UK General Data Protection Regulations (UK GDPR) Data Protection Act 2018, FOI Act 2000 • Thorough working knowledge of Microsoft packages i.e Outlook, Word and Excel • Excellent understanding of general office working procedures. • Knowledge of medical terminology
• • Awareness of current issues within the NHS • Knowledge of patient management systems

Skills

• • Excellent organisational skills • Sound decision making skills • Able to present information to others • Able to use judgement and initiative to provide information and support • Able to apply tact and sensitivity to establish trust and confidence • Able to analyse problems and initiate appropriate solutions effectively • Able to manage difficult and distressing situations effectively • Able to work using own initiative • Able to autonomously prioritise and plan workload to meet deadlines often in a pressurised environment • Positive and flexible approach to work • Reliable and punctual 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