Admin Support

at  University Hospitals Coventry and Warwickshire NHS Trust

An extremely exciting opportunity has arisen for an Admin support to support the new and transformational One Coventry Integrated Team (OCIT) service. The trust along with Coventry City Council and Coventry and Warwickshire Partnership Trust have designed and developed 3 Local Integrated Teams (LITs) across the city of Coventry which are supported by mutli-professional teams offering a holistic and integrated approach to urgent community needs for the residents of Coventry.
Local integrated care is one of the Trust’s fundamental purposes, as set out in our refreshed strategy for 2022-2030; ‘More than a hospital’. The Trust has an ambition to deliver improvements in the health and wellbeing of our local populations through collaboration with partners across the health and social care system. The Patient Flow Coordinator role is key to the successful delivery of this exciting and transformational service aimed to improve the health and wellbeing of the Coventry population.
The Admin support will work autonomously within the LIT demonstrating effective time management, organising a varied caseload whilst supporting the LITs with the booking of appointments and supporting in MDT’s. The successful candidate will have effective communication skills, a high level of administrative skills, an eye for detail and be able to multitask.
Please be advised sponsorship is not eligible for this post.
Provide an administrative service across all services in the building including word-processing, drafting, producing and proof reading for example meeting notes, reports, letters and business documents from either audio, digital dictation or copy sources.
Be responsible for booking all appointments for the clinicians.
Attend MDT’s and update trackers.
Undertake general office duties as required including filing, photocopying, collating, and distributing information, receipt, and distribution of incoming and outgoing mail.
Operate and maintain a robust, accurate and secure filing system that is easily accessible by all staff.
Maintain spread sheets and databases including the production of regular information reports.
Be responsible for organising and servicing meetings / events as required, including room bookings, taking accurate notes, transcription, and circulation as appropriate.
Use own initiative to meet tight deadlines.
Provide flexible administrative and clerical cover as required. This might occasionally involve working at another base in the local area during cross cover arrangements.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Please be advised that the interviews for this post will take place on 20/02/2024.
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.
Communicate effectively using good written, verbal, email, and telephone skills.
Liaise closely with staff, service users and stakeholders maintaining a pleasant, professional, and helpful manner.
Be a point of contact by receiving telephone enquiries, taking accurate messages dealing with calls and enquiries in line with Trust policies and procedures and redirecting calls where appropriate.
Exercise confidentiality, empathy, discretion, and diplomacy skills when communicating by telephone or face to face, including dealing with difficult situations (e.g., aggressive, or demanding behaviour)
Prepare letters, reports and other documentation of a sensitive and confidential nature within guidelines.
Basic, sensitive, and complex information may be communicated.
The post holder may experience language barriers.
Attend admin team / departmental meetings on a regular basis and contribute to building effective teamwork in exchanging views and ideas and communicating effectively.
Ability to decide on own action within the team whilst receiving support.
Judgements involving facts or situations, some requiring analysis.
Work is managed rather than supervised. To work with the minimum of supervision on a daily basis
Problem solving within own given areas of responsibility (e.g., reception and care records management)
Be aware of and deal with issues as they arise and highlight any concerns to the Line Manager
Ability to recognise situations that should be referred onto the Line Manager and take prompt and appropriate action.
Ensure accurate data is provided for statistical and planning purposes as requested.
Identify and promote best practice and innovation to improve efficiency and productivity.
For further details of the role please see the attached job description

Please refer the Job description for details