Senior Administration Officer

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 26,000 - 27,000; Part time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Senior Administration Officer to provide a confidential administrative service to the FOI & Access to Health Records Department. The role supports timely statutory requests, data handling, and process improvements within a large teaching NHS Trust.

The post is permanent and part-time, with a closing date of 05 November 2026. Sponsorship is not eligible for this post, and the department emphasises governance, patient care, and

Qualifications

• Must have level 2 literacy and numeracy.
• NVQ 3 in Business Administration or equivalent administration qualification is required.
• RSA typing Level 1 or 2 is desirable.

Responsibilities

• Act as the first point of contact for FOI and Access to Health Records Department via telephone, email and written enquiries; manage and resolve enquiries promptly and inform relevant staff.
• Receive, register, acknowledge, and monitor requests under UK GDPR, Data Protection Act 2018, FOIA 2000 and Access to Health Records Act 1990; ensure deadlines and data quality.
• Process confidential information in line with policies and maintain confidentiality; contribute to service improvements.
• Contribute to business improvement by collecting information, producing reports, and using Trust IT systems.
• Assist with implementing and maintaining office management procedures to optimise patient care services.
• Support team members through training and other duties as required by FOI and Access to Health Records Manager.

Skills

Literacy level 2

Numeracy level 2

Business Administration NVQ 3

RSA typing

Education

NVQ 3 in Business Administration

Job description

University Hospitals Coventry and Warwickshire NHS Trust

Senior Administration Officer

Closing date is 05 November 2026

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

Please be advised sponsorship is not eligible for this post.

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.

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 - 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.

Job 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

• oKey skills in level 2 in literacy and numeracy or equivalent oNVQ 3 in Business Administration or Equivalent administration qualification
• oRSA typing level 1 or 2 or equivalent

Experience

• oNHS experience oExperience in dealing with complex telephone calls. oExperience of listening and questioning with an ability to manage challenging situations oGood keyboard skills oTakes ownership of queries and complaints. oAbility to communicate appropriately and effectively with clarity both verbally and in writing. oDecision making and resolving work related issues
• oPublic sector experience

Knowledge

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

Skills

• oExcellent organisational skills oSound decision making skills oAble to present information to others oAble to use judgement and initiative to provide information and support oAble to apply tact and sensitivity to establish trust and confidence oAble to analyse problems and initiate appropriate solutions effectively oAble to manage difficult and distressing situations effectively oAble to work using own initiative oAble to autonomously prioritise and plan workload to meet deadlines often in a pressurised environment oPositive and flexible approach to work oReliable and punctual to meet service needs.

Commitment to Trust Values and Behaviours

• oEvidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. oFor 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)

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

Address

University Hospitals Coventry and Warwickshire

£25,760 to £27,476 a yearper annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

218-AC-B3-8388103

Job locations

University Hospitals Coventry and Warwickshire