Administrator inCoventry inCoventry PUBLISHED
FRI 22 NOV 2024
The Administrator role at University Hospitals Coventry and Warwickshire NHS Trust involves providing extensive administrative and secretarial support to ensure smooth operations within the Specialty, adhering to departmental, Trust, and national standards. Key responsibilities include resolving inquiries promptly, maintaining up-to-date documentation, managing internal computer systems, and performing general office duties such as typing, photocopying, and handling patient referrals. The position also requires effective communication with department and Trust staff to maintain an organized record system and support senior admin staff with patient-related correspondence.
Additionally, the Administrator will foster an efficient office management system to enhance patient care by ensuring data accuracy and completeness. The role includes training new team members on departmental practices and covering for absent colleagues. Candidates are encouraged to apply quickly, as the position will close once sufficient applications are received.
Additionally, the Administrator will foster an efficient office management system to enhance patient care by ensuring data accuracy and completeness. The role includes training new team members on departmental practices and covering for absent colleagues. Candidates are encouraged to apply quickly, as the position will close once sufficient applications are received.
To provide comprehensive and confidential administration and secretarial support to meet the progressive service needs of the Speciality in accordance with Departmental, Trust and National standards, policies and procedures.
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.
- To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.
- To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
- To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
- To undertake general office duties such as;, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively. Sorting and booking internal/external referrals. E-referral appointments to book. Supporting senior admin staff with patient admission letters. Printing and posting clinical letters. To review stationary levels and inform appropriate person when necessary.
**Interviews for this post are due to take place 17th December 2024**
About us
- To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.
- Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.
- 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 including EPR.
- To receive all incoming post, sorting and distributing it throughout the department.
- Provide appropriate cover in the absence of other members of the team
For further details of the role please see the attached job description.
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More about the NHS
The National Health Service (NHS) is a cornerstone of healthcare in the United Kingdom, established in 1948 with the simple yet profound principle of providing healthcare to all citizens, free at the point of use. This revolutionary system aimed to ensure that access to medical services would not depend on an individual’s financial situation, a concept that has since become fundamental to British societal values. Learn more...
Useful skills for an Administrator:
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To work as an Administrator in the UK, you typically need a combination of technical skills, soft skills, and relevant experience. Here are some key skills that are often sought after in administrative roles:
Technical Skills:
1. Computer Literacy: Proficiency in using word processing, spreadsheet, and presentation software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint).
2. Data Entry and Management: Ability to accurately enter and manage data in databases and other systems.
3. Organisational Software: Familiarity with tools like project management software (e.g., Trello, Asana), email clients, and calendar management systems.
4. Basic Financial Skills: Understanding of budgeting, invoicing, and basic accounting processes may be advantageous.
5. Record Keeping: Ability to maintain and manage physical and digital filing systems.
Soft Skills:
1. Communication Skills: Strong verbal and written communication skills for effective interaction with colleagues, clients, and stakeholders.
2. Attention to Detail: A keen eye for detail to ensure accuracy in documentation and tasks.
3. Time Management: Ability to prioritize tasks and manage time efficiently to meet deadlines.
4. Problem-Solving: Capability to identify issues and provide practical solutions.
5. Teamwork: Willingness to work collaboratively with others in a team environment.
Interpersonal Skills:
1. Customer Service: Skills in dealing with clients and providing excellent service when required.
2. Professionalism: Maintaining a professional demeanor within the workplace.
3. Adaptability: Flexibility to adapt to changing situations and demands.
Additional Considerations:
- Experience: Previous administrative experience can be beneficial, although entry-level positions may not require extensive experience.
- Qualifications: While not always necessary, having relevant qualifications (such as an NVQ in Business Administration or similar) can be advantageous.
- References: Good references from previous employers can enhance your application.
Continuous Learning:
- Staying updated with new technologies and software commonly used in administration can also be beneficial for career advancement.
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