Job vacancy: Medical Directorate Business Administrator / Coordinator, University Hospitals Coventry and Warwickshire NHS Trust, Coventry

Job summary

Main area: Medical Directorate Business Administrator / Coordinator
Grade: NHS AfC: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 218-AC-B5-6505669

Employer: University Hospitals Coventry and Warwickshire NHS Trust
Employer type: NHS
Site: University Hospitals Coventry and Warwickshire NHS Trust
Town: Coventry
Salary: £28,407 - £34,581 per annum
Salary period: Yearly
Closing: 07/08/2024 23:59

Medical Directorate Business Administrator / Coordinator

NHS AfC: Band 5

Detailed job description and main responsibilities

1.Main duties include providing personal assistant support to and managing the commitments of the Deputy Chief Medical Officers through efficient diary management.

2. Effective collaboration with all relevant personnel to maintain an effective administration system; prompt transcription where required, manipulation and distribution of appropriate correspondence.

3.Organising and attending DCMO chaired meetings, taking and transcribing minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at the appropriate level.

4. Providing administrative support to the CMO portfolio work/project work as required by the Medical Directorate Business Manager, including collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines.

5. To plan, organise and implement the clerical and administrative processes of the Medical Directorate, Medical Revalidation & Appraisal function and job planning function where required, demonstrating effective office skills. Including the preparation of documents for presentation (e.g. PowerPoint Slides) for the Medical Directorate Trust wide clinical meetings.

6. To plan, organise and implement the clerical and administrative processes of the Guardian of Safe Working Function, working in collaboration with the People Directorate.

7. Support and deliver project work with Business Manager and wider Medical Directorate team.

8. Supporting the Medical Revalidation & Appraisal and Job Planning systems; to organise, manage and maintain the use of information systems including L2P, PReP and Equitini 360, ensuring the Trust meets quality and performance standards.

9. Supporting Revalidation and Appraisal and Job Planning functions with day-to-day system support, including but not limited to: updating PReP with new GMC submission dates, appraisal Data Packs, Updating Prescribed Connection Database with completed appraisals, adhoc update of TrustNav, management of general enquires in generic inboxes for Job Planning & Medical Revalidation & Appraisals, and set up 360 Feedback for doctors.

10. Lead on the GIRFT administrative function for the Trust, working collaboratively with Clinical Groups and external regional GIRFT managers to ensure all GIRFT meetings are planned, coordinated, organised and delivered effectively.

Please see attached job description and person specification.

Person specification

Qualifications

Essential criteria

See supporting documents

Experience

Essential criteria

See supporting documents

Desirable criteria

See supporting documents

Knowledge

Essential criteria

See supporting documents

Desirable criteria

See supporting documents

Skills

Essential criteria

See supporting documents

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 you 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

Documents to download

Apply online now

Further details / informal visits contact

Name: Sarah Rogers
Job title: Medical Directorate Business Manager
Email address: [email protected]
Telephone number: 02476 967619
Additional information: Available Tuesday to Friday

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Job summary

Employer heading

Medical Directorate Business Administrator / Coordinator

NHS AfC: Band 5

Job overview

Main duties of the job

Working for our organisation

Detailed job description and main responsibilities

Person specification

Qualifications

Essential criteria

Experience

Essential criteria

Desirable criteria

Knowledge

Essential criteria

Desirable criteria

Skills

Essential criteria

Employer certification / accreditation badges

Documents to download

Further details / informal visits contact

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