Administration Assistant | University Hospitals and Warwickshire NHS Trust Job Coventry area,England UK,Administrative/Clerical

Overview

An exciting opportunity has arisen within our Dermatology Department for an Administration Assistant. The post holder will provide comprehensive and confidential administrative and clerical activities to meet the needs of the Dermatology Department in accordance with department and Trust guidelines, policies and procedures. The successful candidate will need a proven track record of excellent communication skills and being part of an effective team, and will be able to handle sensitive information with compassion and respect.

We are a very busy and fast-paced outpatient department so you will need to be able to react to changing requirements at pace and handle multiple tasks. If you are looking for a challenge and a job where you will learn something new every day, please come and join our team.

Please be advised that sponsorship is not eligible for this post.

Interviews for this post are due to take place week commencing 23rd February 2026. 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.

Responsibilities

The successful candidate will work closely with the admin manager and clinical teams to provide a safe and effective management of referrals and booking of outpatient clinics, utilising the e-referral system and patient waiting list.

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.

Responsible for 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.

Provide appropriate cover in the absence of other members of the team.

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.

About the Trust

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 ()

Development and Culture

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.

Additional

information

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

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