Senior Administration Officer | University Hospitals Coventry and Warwickshire NHS Trust

UHCW NHS Trust; Coventry; On-site; GBP 26,000 - 32,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Senior Administration Officer to provide a comprehensive, efficient and confidential administrative service to the FOI & Access to Health Records Department. The role involves managing statutory requests within required timescales and supporting data governance across the Trust.

The post holder will work within a leading teaching Trust, recognised for research and innovation, and will be part of a team committed to

Qualifications

• Experience handling FOI and GDPR requests preferred.
• Ability to maintain confidentiality and data quality.
• Strong administrative and IT skills to use Trust systems.

Responsibilities

• Act as a first point of contact for telephone, email and written enquiries to the FOI and Access to Health Records Department; ensure enquiries are managed promptly and properly communicated to relevant staff.
• Receive, register, acknowledge, and monitor requests under UK GDPR, Data Protection Act 2018, Freedom of Information Act 2000, and Access to Health Records Act 1990; maintain deadlines and data quality.
• Obtain, process and record confidential information from patients, relatives, solicitors, staff and external organisations in line with policies and governance; handle data securely and confidentially.
• Contribute to business improvement by collecting information from the internet, collating data, and producing reports using Trust IT systems.
• Support the implementation and maintenance of efficient office management procedures to optimise patient care services.
• Support team members through appropriate staff training and development and undertake duties commensurate with the grade.

Job description

Senior Administration Officer | University Hospitals Coventry and Warwickshire NHS Trust

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.

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

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.

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. 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.

• 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.

This advert closes on Thursday 5 Nov 2026