Support Secretary, Colorectal

University Hospitals Coventry and Warwickshire; Coventry; Presencial; GBP 18.000 - 23.000; Jornada completa

Descripción de la vacante

University Hospitals Coventry and Warwickshire NHS Trust is seeking an administrative coordinator to manage dictation, process referrals, and maintain filing systems. You will coordinate appointments, ensure accurate archiving, and support the department with post management and scheduling needs.

The role requires strong organisational and communication skills, with experience in NHS systems and Microsoft Office. A patient-focused, proactive approach is essential.

Formación

• ECDL or NVQ3 in Business Administration or equivalent is required.
• Experience in a busy administrative environment and NHS scheduling systems.
• Proficient in Microsoft Office and general office procedures.

Responsabilidades

• Manage dictation and ensure clinical correspondence is quality checked and dispatched promptly.
• Maintain manual and electronic filing systems and archive documents accurately.
• Process referrals, generate waiting lists and coordinate appointments and procedures.
• Ensure clinical events are recorded with appropriate outcomes and follow-up where needed.

Conocimientos

Good organisational skills

Excellent written communication

Able to present information

Empathetic approach to dealing with/en

Educación

ECDL or NVQ3 in Business Administration

Key Skills level 2 in Literacy

Herramientas

Outlook

Word

Excel

Descripción del empleo

Detailed job description and main responsibilities

• Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner
• Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.
• Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity.
• Ensuring all clinical events are 'cashed up' in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made).
• Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived.
• Management of post within the department.
• Booking and re-scheduling of clinic appointments where necessary.
• Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner
• Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.
• Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity.
• Ensuring all clinical events are 'cashed up' in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made).
• Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived.
• Management of post within the department.
• Booking and re-scheduling of clinic appointments where necessary.

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

Person specification

Qualifications

Essential criteria

• ECDL or equivalent. NVQ3 in Business Administration or Customer Care or equivalent. Key Skills level 2 in Literacy or equivalent.

Experience

Essential criteria

• Experience of working in a busy administrative environment. Experience in a customer facing role. Experience of NHS systems used to schedule appointments.

Knowledge

Essential criteria

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel. Good understanding of general office working procedures.

Desirable criteria

• Awareness of current issues within the NHS.

Skills

Essential criteria

• Good organisational skills. Sound decision making skills. Able to present information to others. Excellent level of verbal and written communication. Able to use judgement and initiative to provide information and support. Able to apply tact and sensitivity to establish trust and confidence. Empathetic approach to dealing with and resolving enquiries. Able to analyse problems and initiate appropriate solutions effectively Able to manage difficult and distressing situations effectively. Able to compose correspondence and reports

Commitment to Trust Values and Behaviours

Essential criteria

• 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

Employer certification / accreditation badges