Senior Administration Officer

8 months ago

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

An opportunity has arisen within our expanding Respiratory and Sleep Sciences Department for a Senior Administration Officer. This post will provide comprehensive and confidential administrative and clerical activities to meet the needs of the Respiratory and Sleep Sciences department in accordance with department and Trust guidelines, policies, or procedures. To communicate related information and advice regarding the Respiratory and Sleep Sciences department.
- Act as the first point of contact for dealing with enquiries and take appropriate action as necessary liaising with others as appropriate.

Reviews the communication systems for staff, patients and/or external sources using appropriate communicative tools.

Responsible for implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.

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.

Act as the first point of contact for dealing with enquiries and take appropriate action as necessary liaising with others as appropriate.

Reviews the communication systems for staff, patients and/or external sources using appropriate communicative tools.

Responsible for implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.

Assist with training new team members in operational trust systems and department procedures.

Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of test results and memos).

Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.

Process referrals to the department including generating waiting lists, booking and coordinating of appointments and coding of activity.

Ensuring all clinics are ‘cashed up’ in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made)

Review, upload and where required, printing of clinical letters dictated by staff.

Monitoring and scheduling the department diary.

Undertaking filing, photocopying and scanning as necessary, ensuring all documents are accurately and appropriately archived.

Maintain an efficient and comprehensive clerical service providing support to the department and other team members as requested.

Prioritising daily tasks to achieve set timescales.

Coordinate special arrangements for patients (e.g. porters, interpreters and ambulance transport).

Provide appropriate cover in the absence of other members of the team (e.g. minute taking)

Act as first point of contact for complaints and compliments within the department, dealing with them accordingly and in line with Trust Policy.

Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.

Administrative duties as requested by the department secretary or senior members of the department

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

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