Main area Administrative and Clerical Grade NHS AfC: Band 3 Contract Permanent: 2x Part time positions available Hours Part time - 24 hours per week (Approximately 24 hours x2 posts with some flexibility both posts will be required to work Monday's) Job ref 218-AC-B3-8317260
Site Newfield House Annexe Town Coventry Salary £25,760 - £27,476 per annum pro rata Salary period Yearly Closing 12/10/2026 23:59
Job overview
An exciting opportunity has arisen for 2 x band 3 admin support team member based within our Wheelchair service at Newfield House.
The role is for two part‑time roles at approx. 24 hrs per week for each role, core hours for the service is Monday to Friday 08.30 – 16.30 and exact hours will be discussed the successful applicants to meet service need. Please note this role is office based.
Please be advised sponsorship is not eligible for this post.
Main duties of the job
You will provide comprehensive and accurate admin and clerical support to operational and clinical teams within our service. This will include answering complex telephone calls, accurate data imputing, ordering of equipment, processing of delivery notes and various other admin tasks as required. The service has a bespoke clinical records system for the service and part of the role will be reports from the system and communication with the systems provider.
Must be a good communicator and confident with telephone calls as you need to communicate with outside companies.
Working for our organisation
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.
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.
Detailed job description and main responsibilities
- Work effectively as a team member.
- Supervise the day-to-day workload of Band 2 Admin Support staff.
- 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.
- 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.
- Procurement - order stationery, clinical supplies, and equipment stock
- 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.
For more information on this role please see attached Job description and person specification. This will give you a better overview of the job role and requirements.
If you have any questions, please contact Dominic Woods or Teri Fuller at Dominic.woods@uhcw.nhs.uk or Teri.Fuller@uhcw.nhs.uk
Person specification
Qualifications
- Good general education (e.g., GCSE Maths and English A-C) Business Administration Level 2 or willing to work towards
- Customer Service Level 2 or willing to work towards
Experience
- Experience of working in a busy administration environment
- Experience in a customer facing role. Minute taking Ability to Audio Type/ use Digital Dictation Ability to take and transcribe notes of meetings in a timely manner.
- NHS Experience Knowledge and understanding of reception and office procedures.
Knowledge
- Knowledge of Microsoft Office packages e.g., Word, Excel, Outlook, PowerPoint, and Access
- Experience of using Trust IT Systems Advanced Keyboard Skills/IT Skills
Skills
- Ability to communicate clearly, both written and verbally Understanding of working in a supervisory role. Accuracy – pays attention to detail. Ability to prioritise and organise own and others workload. Good organisational skills and ability to multitask. Ability to deal with stressful situations and sensitive issues. Ability to maintain relevant recording and information systems. Good time management skills.
Commitment to Trust Values and Behaviours
- Must be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust's Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.
The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.
In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third‑party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.
UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.
If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre‑employment checks. You must successfully complete all pre‑employment checks to progress to a final unconditional offer.
We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.
Depending on your level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.
All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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