Senior Admin Officer

7 days ago

Coventry, Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

To provide comprehensive and confidential administrative and clerical activities to meet the needs of the Department in accordance with Departmental, Trust and National standards, policies and procedures.

To effectively communicate related information and advice to enable the multi disciplinary team to achieve operational excellence.

1.

Provide specialist administrative services such as:
electronic RIS diary management and appointment scheduling, updating diary to reflect closed sessions

  • To review the weekly diagnostic trajectories with the ultrasound co-ordinator and ultrasound Lead in order to discuss capacity issues
  • To monitor and maintain current PTL waiting lists ensuring all Trust and national targets and standards for referral processing and appointment bookings are met
  • Maintain specialist manual and electronic information and filing systems ensuring they are continuously evaluated and updated
  • Action incoming and outgoing mail; prioritising and liaising with others appropriately
  • Responsible for the preparation and distribution of appropriate information to patients and other internal and external staff
  • Attend meetings when required, take and transcribe minutes, proactively ensuring action points are raised and completed
  • Undertake any project work as directed e.g. obtaining information from various sources, collation and reporting of data, assisting in the production of reports and other documents.


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 Excellencedesignated organisation - please click the link for further details about this prestigious award.

Pathway To Excellence - University Hospitals Coventry & Warwickshire )


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.


  • Act as a senior point of contact for filtering and dealing with all enquiries, complaints and requests for information in line with department and trust guidelines, policies and procedures
  • Undertake appropriate training with new and existing staff ensuring standards of practice are maintained at all times
  • To assume responsibility for the day to day supervision of the Band 2/3 Admin Officer
  • Undertake appropriate training with new and existing staff ensuring standards of practice are maintained at all times
  • To attend mandatory training sessions.
  • To schedule patient appointments for any requested examinations or treatments as defined by the referral on the Radiology information system. Utilising the appropriate patient information and pre-procedural paperwork
  • Implement and maintain efficient office management system/procedures to enable the Department to optimise their patient care services including ensuring stock, equipment and stationery is maintained and processing orders as required
  • In the absence of the in-patient flow co-ordinator, liaise with in-patient wards within the hospital to book any requested examinations or treatments as defined by the referral and justification (vetting) notes on the Radiology information system or as instructed by the multidisciplinary team
  • Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include iPM, CRRS, and solito
For further details please see the attached job description.

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