Total 28 Administrative / Clerical job vacancies in Warwick, CV34 5RH

Once you understand the requirements outlined in the advert, please ensure your application accurately reflects where you match them. For further information regarding the role please read the attached Job Description and Person Specification.

Once you understand the requirements outlined in the advert, please ensure your application clearly reflects where you match them including any examples you would like to highlight.

For more information on this role please see the attached support information. This will give you a better overview of the job role and requirements.

Main Duties Answering any telephone enquiries in a polite and efficient manner Filing results in patient files Ordering patient files and notes Ensuring that all patients have up to date VTE forms Maintaining up to date information on the Trusts computer systems (e.g. Healthroster, Lorenzo and Digit) Liaise with other members of the multi-disciplinary team, such as secretaries, social services etc. Requesting and obtaining patient records and x-rays Booking patient transport as required Booking and rescheduling patient appointments when required Direct admissions to the ward Photocopying, scanning and faxing documents as required Provide clerical support to the Ward Manager Deliver referrals to the relevant departments Make any relevant follow up appointments for patients Assist with lunchtime service Log any maintenance work as when required Demonstrates own work duties to new starters Service Improvement and Audit To carry out ward based audits of aspects of patient care that relate to the role of ward administrator e.g. booking of procedures and outpatient follow up in order to improve the service provided to patients. To provide clerical support to the nursing staff on the ward for audits that they carry out. To carry out the coding of all the ad hoc/ward patients that are seen on the surgical unit and support the work of the coding department Housekeeping Duties To order stationary and general supplies to ensure the ward area is adequately covered To ensure the nursing station/ward clerk area are kept generally tidy Communications and Working Relationships To communicate with others in a polite and courteous manner at all times The post-holder will be expected to communicate with medical and nursing staff and also with patients, relatives, carers and other members of the public The post holder should maintain patient confidentiality at all times The post holder will be expected to act in accordance with all Trust policies and procedures at all times

Work effectively as a team member Provide an administrative service across all services in the building including: word-processing, drafting and producing letters and business documents from either audio 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 iseasily accessible by all staff Maintain spread sheets and databases including the production of regularinformation 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 stockUse own initiative to meet tight deadlines Provide flexible administrative and clerical cover as required. This mightoccasionally involve working at another base in the local area during crosscover arrangements.

Key Responsibilities Negotiate patient appointments to attend for both Outpatients and day surgery/ in-patient procedures, working against agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates. Ensure all relevant patient information is recorded on the Trusts PAS system and updated accordingly, including early offers of operation date. To be the point of contact in the Trust for booked admission enquiries from patients. Work flexibly and provide cross cover for colleagues in the Department. Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner. Ensure patients on a 2 week wait pathway are treated within national cancer target requirements. Communication Ensure patients are sent appropriate communication regarding their appointments i.e. confirmation letter to patient, reschedule letter, along with any relevant information. Liaise with patients to ensure they receive relevant information regarding the booking process with telephone & E mail contacts. Participate on the call handle rota, managing calls in a professional manner and assisting patients with their queries. Liaise with reception staff regarding clinics and follow up appointments. Service Improvement/ Team Development Be involved in the development & revision of protocols & processes as required. To participate in the training and induction of new starters and work experience. Data Quality Ensure any data entries are accurate and good record keeping is maintained at all times. Ensure waiting lists are regularly validated to ensure accurate. Monitor patient pathways to ensure patients dont breach their 18 week pathways.

As Medical Secretary, you will act as the first point of contact for the service, being required to exercise judgement and resolve problems using initiative, and to work unsupervised on a day-to-day basis to meet deadlines. Youll manage a range of duties, organise workloads, including extensive diary management, and respond to enquiries both internal and external to the organisation. The role can also include support to Consultants undertaking additional duties, eg Medical Director, Clinical Tutor, etc. This role includes a requirement to supervise and co-ordinate Band 2 and 3 administrative staff functions and to support the Senior Admin Lead in providing a comprehensive and efficient service.

Support the Business Support Manager to provide an efficient, high quality and confidential administrative and business support function to the Chair and CEO Sorting and prioritising all incoming mail and e-mail, distributing as appropriate. Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages Managing electronic diaries, including arranging and changing appointments, prioritising these as appropriate Undertaking administrative duties such as photocopying, faxing and mail-out distributions Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner Organising and planning events as necessary supporting information material Supporting teams in project management and participating in department events Inputting, monitoring and checking data, required for finite and ongoing projects within the teams Working with all team members in the collection of information for performance reporting on relevant team projects Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously The post holder will provide specialist secretarial/administration support and advice to the ICB by: Support the Business Support Manager to provide an efficient, high quality and confidential administrative and business support function to the Chair and CEO Sorting and prioritising all incoming mail and e-mail, distributing as appropriate. Taking telephone calls for the department when out of the office and expected to use their initiative to deal with phone calls and messages Managing electronic diaries, including arranging and changing appointments, prioritising these as appropriate Undertaking administrative duties such as photocopying, faxing and mail-out distributions Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner Organising and planning events as necessary supporting information material Supporting teams in project management and participating in department events Inputting, monitoring and checking data, required for finite and ongoing projects within the teams Working with all team members in the collection of information for performance reporting on relevant team projects Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Ordering stationery as required. Running and collating reports which may include reports to the ICB Board and senior management as required. Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team Preparing agendas, taking minutes and distributing notes of meetings including but not limited to typing up of group discussions and interviews as necessary To provide administrative support including when appropriate to all team members to support a range of department initiatives Working together with other administrators/Personal and Executive Assistants within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base. Providing guidance and advice on relevant policies and procedures Participate in Research and Development activities as directed To carry out other appropriate delegated duties as required Other Duties This job description is not a definitive or exhaustive list of responsibilities but identifies the key responsibilities and tasks of the post holder. It should be noted that as a newly created post the duties and responsibilities listed below may develop over time. The specific objectives of the post holder will be subject to review as part of the individuals performance review/appraisal. There may be a requirement to undertake other duties as may reasonably be required to support the ICB in accordance with your grade/level in the organisation.

Key Result Areas: Main Duties Answering any telephone enquiries in a polite and efficient manner Filing results in patient files Ordering patient files and notes Ensuring that all patients have up to date VTE forms Maintaining up to date information on the Trusts computer systems (e.g. Healthroster, Lorenzo and Digit) Liaise with other members of the multi-disciplinary team, such as secretaries, social services etc. Requesting and obtaining patient records and x-rays Booking patient transport as required Booking and rescheduling patient appointments when required Direct admissions to the ward Photocopying, scanning and faxing documents as required Provide clerical support to the Ward Manager Deliver referrals to the relevant departments Make any relevant follow up appointments for patients Assist with lunchtime service Log any maintenance work as when required Demonstrates own work duties to new starters Service Improvement and Audit To carry out ward based audits of aspects of patient care that relate to the role of ward administrator e.g. booking of procedures and outpatient follow up in order to improve the service provided to patients. To provide clerical support to the nursing staff on the ward for audits that they carry out. To carry out the coding of all the ad hoc/ward patients that are seen on the surgical unit and support the work of the coding department Housekeeping Duties To order stationary and general supplies to ensure the ward area is adequately covered To ensure the nursing station/ward clerk area are kept generally tidy Communications and Working Relationships To communicate with others in a polite and courteous manner at all times The post-holder will be expected to communicate with medical and nursing staff and also with patients, relatives, carers and other members of the public The post holder should maintain patient confidentiality at all times The post holder will be expected to act in accordance with all Trust policies and procedures at all times

Providing effective reception support within a busy out-patients service, dealing with patient facing and clinical team queries, managing complex phone queries and providing comprehensive message taking. Accurate data inputting/management of our electronic care records system (Carenotes), managing clinic room bookings, sending appointment letters, scanning, uploading, printing, as well as other general day to day admin duties and the ability to exercise judgement and work unsupervised to meet deadlines. Skills and Experience:Knowledge and experience of Microsoft Office systems is essential whilst training will be provided for in-house systems and processes such as Carenotes, etc. You may be required to travel to attend training, for which travel expenses would be paid.

Using the Lorenzo system to ensure that all patients attending Antenatal Assessment Unit are accounted for. Ensure accurate data quality. Responsible for organising and maintaining the healthcare records of all women accessing the maternity services. To set up and maintain a process to ensure all maternity filing (including results, correspondence and reports) are accurately and appropriately archived in the health care records. To scan correspondence on to the electronic Maternity System. To keep databases and reports for glucose tolerance tests and Anti D injections up to date. To assist the Labour and Swan team with all necessary clerical duties. To ensure all stationery is ordered when needed. Be responsible for maintaining confidentiality of information about patients and staff and Trust business in accordance with the Data Protection Act. To be the first point of contact for women and their families accessing the Labour ward and swan service, demonstrating a welcoming demeanour in person and on the phone. To work under supervision, meet deadlines and have an ability to prioritise work according to differing demands from staff. To have a confident and committed working approach to all duties. To receive and relay oral messages, answer telephone queries/receive and sort/distribute incoming mail as appropriate. To carry out any other duties commensurate with the post holders band, as agreed by their line manager.

We are seeking a motivated and enthusiastic individual to join the Estates Department as an Apprentice Administrative Assistant. This role is designed for someone who is eager to develop their administrative skills while supporting the day-to-day operations of the Estates team. You will work towards completing Level 3 in Business Administration and have allocated study time to complete coursework set by the training provider, all whilst gaining valuable work experience and a recognised qualification.

This is a fantastic opportunity to join a prestigious university and a highly experienced administrative team to gain administrative experience and training.

We plan to hold an assessment day on 16th September (this date will be confirmed and may be subject to change dependant on number of applications received).

Job Title: School Admin Assistant / Front Desk Support

Start Date: September 2024

Days Per Week: 4 (Flexible)

Hours: 08:00 – 16:00

Required to start ready for the new academic year, a fantastic mainstream Secondary School based in Warwickshire, are currently looking for Admin/Front Desk Support from September 2024. The school prides itself on having very high expectations of their students, combined with outstanding teaching; with a goal that every student to reaches their full potential.

The role is four days per week and the school are looking to interview immediately and get someone booked in and finalised by 19th July. The duties for the successful applicant will include:

• Being responsible for providing a comprehensive and highly efficient Admin service.
• The use of SIMS and CPOMS
• Supporting Senior Leadership Team
• Dealing with enquires from parents, guardians, students and the general public in person and on the telephone.

Anyone looking to apply for this role must be able to provide x2 references and hold (or happy to apply for ) a full enhanced DBS child only DBS.

Our staff are paid on a PAYE basis, so you can rest assured that you’re paying the right level of TAX and National Insurance and there’s no messing around with admin charges coming out of your hard-earned cash.

To apply please respond or send your CV to beth.gould@teacheractive.com

All applicants will be contacted to discuss suitability and then invited to register with TeacherActive.



Registration involves an enhanced DBS check, ID checks and will require you to supply good professional references. We pride ourselves on excellent service. We can provide a wide range of opportunities in schools and other educational institutions, with good rates of pay, at times to suit your needs.



Regular external audits have shown repeatedly that our standards are exceptional. We are passionate about finding the right staff for each environment.

TeacherActive is an equal opportunities employer, and operates as an Employment Business in providing temporary or contract job-seeking services.

For further information, regarding the role please see the attached trust job description and person specification for a full list of duties and responsibilities. Once you understand the requirements outlined in the advert, please ensure your application clearly reflects where you match them including any examples you would like to highlight.

Principle duties will be amongst the following dependant on area of work on the day:- Perform Booking duties: Support the Booking Co-ordinators in contacting patients to attend appointments at short notice or when their appointments have to be cancelled or rescheduled if required. Accurately add patients to the appropriate inpatient or outpatient waiting list including processing inpatient booking forms and clinic outcome forms To book appointments and print off and send letters to patients i.e. confirmation letters, reschedule letters, did not attend letters as required Be aware of a patients 18 week pathway and the impact this will have when cancelling or rescheduling an appointment and ensuring the patient is informed. Perform Call handling duties as required: Answer telephone in an efficient, prompt and polite manner Make appointment bookings using PAS and the E-referrals application of all New and Follow-up appointments within set guidelines Contact patients to attend appointments at short notice or when their appointments have to be cancelled Deal with queries and liaise with the Dedicated Clerks and all grades of staff in relation to appointment queries or slot capacity issues and transfer callers to relevant extensions where necessary Liaise with reception staff, notifying them of patient cancellations on the day of clinic Arrange transport/Interpreters for follow-up appointments where necessary Keep documentation up to date including clinic codes Perform Registration duties as required: Register and change patient details which are incorrect on PAS inter trust transfer process Process Referrals and all aspects therein. Input referral data onto the PAS system/referral database as required incorporating RTT status Open and stamp post, check emails and distribute accordingly Print the e-Referrals Service referral letters Scan referral letters onto the relevant database Perform Cancer Services duties as required: To process 2 week referrals for set specialties Contact patients to attend appointments at short notice or when their appointments have to be cancelled Scan referrals onto the relevant database Alert team leader/ line manager if no capacity to book within 2 week guidelines Input data into the Cancer Database Run and check reports as and when required Perform Reception duties as required: View the Clinics prior to starting, make a note of any changes and pass this information to the nursing staff Check which waiting areas are designated for each clinic in the session Register patients onto the computer system, check their details and make any amendments as necessary i.e.: addresses, ethnic codes, telephone numbers etc. Print new labels for patient case notes with these updated details Relay to the patients on arrival details of any clinic delays and direct the patients to the appropriate designated waiting area Book follow-up appointments for patients and complete transport request forms as appropriate Outcome all clinic lists ensuring all data is recorded correctly i.e.: future appointments/codes and enter ad-hoc appointments onto database Find and enter necessary information for Missing Data and the Un-Outcomed report Take any outstanding appointment requests that require force booking to the Outpatient Booking Centre Locate Inpatients for Visitors and direct Patients & Visitors to other Hospital areas Establish new system procedures as required Participate in audits To perform any other duties commensurate with the grade, as directed by the Team Leader or Assistant Manager Outpatients Liaise directly with other unit departments to give or obtain information, including the reporting of maintenance or supply problems