Job vacancy: Gastroenterology Specialist Nursing Team Administrator, South Warwickshire University NHS Foundation Trust, Warwick

Job summary

Main area: Gastroenterology
Grade: Band 3
Contract: Permanent
Hours: Part time - 20 hours per week
Job ref: 203-EL1002

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Warwick Hospital
Town: Warwick
Salary: pro rata
Closing: 27/11/2025 23:59

Gastroenterology Specialist Nursing Team Administrator

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).

Detailed job description and main responsibilities

Key Result Areas:

Undertake complex and sensitive communications in liaison with internal and external professionals, patients and their carers and other agencies as appropriate.

Diary Management

Helpline management

Prioritise correspondence, initiating appropriate action

Work as part of a team to ensure that all administrative functions for patients from the time of referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patient’s journey.

When patient has multiple specialist needs, assist the patient in co-ordinating their pathways to reduce multiple appointments across the Trust

To request new and follow up appointments as required

To update and maintain patient records ensuring accurate record keeping at all times.

To track appointments, investigations and results, exercising judgement to ensure that clinical attention is urgently drawn to histology and radiology results and updated in the electronic record.

Co-ordinate the preparation of prescriptions for patients as per the IBD Specialist Nurses instruction

To take responsibility for any patient records that are kept within the gastroenterology nursing offices.

To open and distribute post prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all email correspondence.

Knowledge, Skills and Experience

To have a good level of communication and be able to speak to both clinical staff and patients in a professional manner

To be competent in Excel and Word

To have high level working knowledge of the Trusts IT systems including Lorenzo, Evolve and ICE

To be compliant with Trusts mandatory training

To be empathetic with patients and relatives when dealing with sensitive issues

To have good organisational skills and be able to prioritise workload so tasks are completed in a timely manner

Measurable Result Areas

The post holder will be accountable to the Lead Inflammatory Bowel Disease CNS, they will be expected to work autonomously and organise their workload appropriately to ensure letters and results are typed in a timely manner.

They will be responsible for ensuring that levels of stationery and patient information booklets are kept stocked appropriately.

To be financially aware and inform line manager if any high cost items are required

Communications and Working Relationships

The post-holder will be dealing with patients who may have sensitive highly emotive issues and will need to provide a professional caring attitude towards them ensuring confidentiality and swift referral to a trained member of the appropriate team.

To maintain a professional relationship with immediate and extended work colleagues within the team

Person specification

Qualifications

Essential criteria

Good command of the English language – both written and spoken. GCSE Level or equivalent standard.
Typing or word processing qualification or minimum of one year’s experience
NVQ 3 Customer Service / Administration or equivalent experience

Desirable criteria

European Computer Driving License

Experience

Essential criteria

Experience of providing administrative support
Experience of taking minutes at meetings, arranging meetings
Experience of working in NHS environment
Experience of collating information and presenting relevant documentation

Desirable criteria

Medical secretarial skills

Skills

Essential criteria

Advanced keyboard skills
Demonstrate an ability to independently prioritise workload, manage time effectively
Excellent written communication skills, including computer generated materials
Understanding of the importance of confidentiality
Knowledge and use of Outlook, Excel and Word

Desirable criteria

Knowledge of Patient Administrative System
Knowledge of Medical terminology

Personal Qualities

Essential criteria

Display a flexible approach to work and the ability to cope with changes in environment and new technology
Self-confident
Professional manner
Willing and able to work as part of a team

Other Job Requirements

Essential criteria

Flexible working hours will be required
Able to work for prolonged periods on a VDU

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.