About the Role
We are looking for a motivated and reliable admin support to deliver high quality clerical support to staff and service users, ensuring professional, compassionate, and customer focused service. This role includes processing patient referrals, maintaining accurate records, supporting clinicians with preparation of care records, and handling sensitive information in line with Trust policies, Data Protection, and confidentiality standards.
The post holder will also act as first point of contact mainly over the phone or face to dace if required, offering a friendly and helpful service while signposting and managing queries. Key tasks involve word processing, data entry accross various Trust IT systems, managing incoming and outgoing post, booking interpreters, and providing flexible cover across services and, where required, at nearby bases. The post requires good communication skills, the ability to prioritise workload, attention to detail, and the ability to remain calm and professional when dealing with challenging or emotional situations.
The admin support worker must work collaboratively as part of an integrated team and participate in the induction of new staff, basic and the introduction to new systems. The post holder is expected to uphold CWPT values, adhere to all policies, and contribute to a respectful and inclusive working environment.
Provide efficient and professional administrative support
Handle telephone enquires from service users, carers, staff, and external organisations - with no direct patient contact.
Manage incoming referrals into the service
Produce, update and distribute clinical documents such as letters. templates, forms. spreadsheets etc.
Accurately input confidential information onto Trust IT systems, ensuring data quality and compliance with GDPR and Trust policies
Maintain and prepare paper and electronic care records for clinicians
Manage incoming and outgoing post and handle communication queries efficiently
Support booking of interpreters
Take accurate messages and escalate information appropriately to clinical or managerial staff
Log building issues and monitor their progress to completion
Assist in the induction and training of new administrative staff
Support basic data reporting and implementation of new systems and processes
Adhere to all Trust policies, including confidentiality, safeguarding principles (awareness only)
Provide flexible cover for admin colleagues and work at other local bases when required
Work collaboratively as part of an integrated administration team, promoting Trust values and maintaining a professional, supportive working environment.
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put ‘people at our heart’; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
generous annual leave entitlement which increases during your time with us
excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
wellbeing support, including an in-house counselling service, external helpline and more
staff networks and support group
We’re always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
The Admin Support (Band 2) role is an essential part of the administrative team, providing high‑quality clerical and organisational support to Community Paediatrics service. Working under the guidance of Band 3 Admin Support, the post holder ensures the smooth running of administrative processes that support clinical and operational functions.
The role is primarily non‑patient facing, with duties carried out via telephone, electronic systems, and internal coordination. However, occasional reception cover may be required, which will then involve patient-facing interaction. The post holder will provide an efficient, professional, and customer‑focused service to staff, service users, partner agencies, and visitors, while upholding Coventry and Warwickshire Partnership Trust values at all times.
This role requires accuracy, confidentiality, and the ability to prioritise tasks in a busy environment with frequent interruptions. The post holder will maintain and prepare care records, process incoming referrals, support reception administration, and contribute to effective communication across the service. They will also follow Trust policies relating to data protection, safeguarding awareness, and health and safety.
The post holder will contribute to team working, support new staff with induction, and participate in the implementation of new systems. Flexibility is required, including occasional cross‑cover working at other local Trust bases when needed.