Job summary
To provide leadership and supervisory support to the administrative team within the Ward Department. The post holder will coordinate the daily workload of the ward clerks, ensuring a comprehensive administrative service is maintained in accordance with Trust standards. To act as a senior point of contact for complex enquiries and support the Ward Manager with rota management, training, and service improvement initiatives within the UHCW Improvement (UHCWi) framework.
Please be advised that sponsorship is not eligible for this post.
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.
Successful applicants will be required to provide an immunisation and vaccination report, from either their current UK occupational health provider or their UK GP.
Main duties of the job
This role involves acting as the first point of contact for routine enquiries, responding efficiently and liaising with colleagues, patients, and external organisations as required. It requires clear and professional communication using appropriate methods, alongside maintaining accurate manual and electronic filing systems in line with Trust policies. The postholder will provide comprehensive administrative support, including document handling, photocopying, and assisting team members. Responsibilities include using Trust IT systems to input and manage patient data accurately, collating information for departmental reports, and distributing key communications such as minutes and memos. The role also supports training new staff, manages stationery and stock levels with systems such as Integra, and oversees incoming and outgoing post. Duties include prioritising workloads, handling complaints in line with policy, and providing team cover when needed. Additionally, the role contributes to service improvement initiatives, supervises Ward Clerk workloads, coordinates rotas and leave, ensures data accuracy for patient movements, and liaises with internal departments to resolve operational issues and maintain service continuity.
About us
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.
Job description
Job responsibilities
- Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
- Communicate with staff, patients and/or external organisations using appropriate methods.
- Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
- Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
- 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.
- Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
- Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
- Assist with training new team members in Trust operational systems and department procedures.
- Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system.
- Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
- Prioritise daily tasks to achieve timescales set.
- Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards.
- Provide appropriate cover in the absence of other members of the team.
- Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement
- Supervise the daily workload of the Ward Clerk team, ensuring adequate cover is provided for the ward at all times.
- Coordinate staff rotas and manage annual leave requests to ensure service continuity.
- Lead the induction and training of new Ward Clerks in Trust operational systems (e.g., Integra, EPR) and departmental procedures, signing off on competencies.
- Monitor data entry accuracy regarding patient admission, discharge, and transfer data to support Trust targets and income recovery.
- Manage the ordering of stationery and non-clinical stock using the Integra system.
- Liaise with Medical Staffing, Health Records, and other support services to resolve systemic issues affecting the ward.
For further details of the role please see the attached job description.
Job description
Job responsibilities
- Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
- Communicate with staff, patients and/or external organisations using appropriate methods.
- Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
- Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
- 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.
- Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
- Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
- Assist with training new team members in Trust operational systems and department procedures.
- Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system.
- Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
- Prioritise daily tasks to achieve timescales set.
- Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards.
- Provide appropriate cover in the absence of other members of the team.
- Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement
- Supervise the daily workload of the Ward Clerk team, ensuring adequate cover is provided for the ward at all times.
- Coordinate staff rotas and manage annual leave requests to ensure service continuity.
- Lead the induction and training of new Ward Clerks in Trust operational systems (e.g., Integra, EPR) and departmental procedures, signing off on competencies.
- Monitor data entry accuracy regarding patient admission, discharge, and transfer data to support Trust targets and income recovery.
- Manage the ordering of stationery and non-clinical stock using the Integra system.
- Liaise with Medical Staffing, Health Records, and other support services to resolve systemic issues affecting the ward.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
