Job Description

An exciting opportunity has arisen for a highly professional and proactive individual to join our dedicated and enthusiastic Medical Directorate Team on a permanent contract, covering the Business Administrator / Coordinator Role, based at University Hospital, Coventry.



This is a demanding, and varied role, which requires a confident communicator with experience of negotiating and influencing staff at a senior level, combined with excellent organisational skills and attention to detail.



Please be advised that sponsorship is not eligible for this post.

Closing Date:

Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.



The post holder will play a key role in the diary management of our Deputy Chief Medical Officers (DCMOs), organising and facilitating key meetings for the team, supporting our Medical Revalidation, Appraisal and Job Planning Functions as well as leading on the coordination of the Trust GIRFT programme with the Business Manager. This will include working with our Chief Medical Officer, DCMOs, Medical and Dental staff, Senior Clinical Leaders, Group Operational and Clinical Management, and wider Trust colleagues to ensure delivery and co-ordination of the CMO/DCMO portfolio within the Medical Directorate Team.

Responsibilities will include:

effectively coordinating internal meetings (individuals & team), full meeting facilitation including the taking and transcribing of good quality minutes, diary management of 3 DCMOs, training and communicating to all staff groups regarding job planning, medical revalidation and medical appraisal, and maintaining the generic mailboxes. Please see attached job description for more details.



The successful candidate will possess excellent interpersonal skills, a strong team work ethic and behaviours aligned to the Trust's values of acting with openness, honesty and integrity and working in partnership to deliver and improve the services we provide to our patients.



University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.



We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.



We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)



By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.



The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care.



We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.



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



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



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.



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.



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.



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



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



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



Supporting Revalidation and Appraisal and Job Planning functions with day-to-day system support, including but not limited to: updating systems 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.



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.



For further details of the role please see the attached job description.