Job vacancy: Stroke Administration Assistant, South Warwickshire University NHS Foundation Trust, Coventry

Job summary

Main area: Community Stroke
Grade: Band 3
Contract: 9 months (Fixed term)
Hours: Part time - 30 hours per week (5 days a week - Monday to Friday)
Job ref: 203-CS1126

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Wayside House
Town: Coventry
Salary: £25,760 - £27,476 pro rata
Salary period: Yearly
Closing: 15/04/2026 23:59

Stroke Administration Assistant

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.

The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.

Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Disclosure and Barring Service (DBS) Checks

Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.

Probationary Period

All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

https://forms.office.com/e/ahWY3eAGM2

We appreciate you completing the survey.

Agile and Flexible Working

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

Staff Benefits

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

Car Parking

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

Visa Sponsorship

The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.

Detailed job description and main responsibilities

To process community referrals via EMIS and in consultation with the AHP leads to ensure staff timetables are filled

To undertake the booking and cancellation and rescheduling of patient appointments as required.

To send correspondence to patients and referrers regarding patient transfer onto other services

To enter activity and discharge information onto EMIS.

To accurately enter data into the Stroke Sentinel National Audit Program (SSNAP) in a timely manner and support in improvements relating to SSNAP completion.

To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.

To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.

To take and transcribe minutes at meetings.

To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.

To book rooms for patient groups, training & meeting rooms, as requested.

To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.

To assist in the induction of new members of the ESD and CST teams students and admin staff regarding administration procedures.

To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings

To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agenda’s minutes etc.

Person specification

Qualifications

Essential criteria

Obtained an educational level of GCSE level A – C English and Maths or equivalent
NVQ3, RSA3 or equivalent
Attended EMIS training

Experience

Essential criteria

Proven experience of dealing with internal and external clients both face to face and via the telephone
Proven experience of the organisation and delivery of administrative system

Desirable criteria

Experience of using a NHS Patient Administration System or equivalent

Skills

Essential criteria

Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
Must be able to work independently
Must be able to take phone messages accurately and identify those which can be dealt with and those which require to be escalated
Must be methodical and able to develop, organise and accurately maintain effective administrative systems.
Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
Must be able to accurately take minutes at meetings and word process minutes and agenda’s
Must be able to demonstrate admin procedures to new staff and students
Must be able to respond appropriately to varying workloads and prioritise work effectively
Must be able to deal with interruptions and resume the task in hand without loss of efficiency
Must be able to use general office equipment
Must be confident and competent in using Microsoft Word, Excel and Electronic patient records

Personal Qualities

Essential criteria

Able to work as part of a team in a friendly and enthusiastic manner
Must be willing to attend and participate in service meetings, as and when required
Ability to deal with distressing situations patients/relatives.
Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
Must be proactive, flexible and able to demonstrate good organisational skills
To be able to adapt to change
Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department

Other

Essential criteria

Must be able to use general office equipment
Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.