Admin Support

Job overview

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.

Main duties of the job

• 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.

Detailed job description and main responsibilities

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.