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Job summary

Main area
Administration Support for Track and Trace and Elective Swabbing Teams
NHS AfC: Band 3
Fixed term: 6 months
Full time: 37.5 hours per week (Rota basis covering evenings and weekends)
Job ref
George Eliot Hospital NHS Trust
Employer type
George Eliot Hospital NHS Trust
£19,737 - £21,142 per annum
Salary period
18/01/2021 23:59
Interview date

Employer heading

George Eliot Hospital NHS Trust logo

COVID-19 Vacancy Track and Trace Administrator

NHS AfC: Band 3

George Eliot Hospital NHS Trust opened in 1948 and provides a range of elective, non-elective, surgical, medical, women’s, children’s, diagnostic and therapeutic services to a population of more than 350,000 people.

The hub of the Trust is located on the outskirts of Nuneaton and its services cover a large footprint, including north Warwickshire, south west Leicestershire, and north Coventry. We also provide primary and community services across Coventry, Warwickshire and Leicestershire.

Our vision is "to EXCEL at patient care". If you think you've got what it takes, help us realise this and join #TeamEliot.


Job overview

Track and Trace Administrator

Fixed Term 6 months  37.5 Hours Per Week 

£19,737 - £21,142 per annum

Closing Date- 18th January 2021 

Interview Date- 25th January 2021





Main duties of the job

The George Eliot Hospital NHS Trust is currently developing its Track and Trace Team. 

This role will provide administrative support to the COVID-19 Track and Trace and Elective Swabbing Teams that will comprise of a range of activities :

  • Liaising with a range of wards and clinicians
  • Support to all reporting and monitoring as required
  • Support an internal helpdesk
  • Undertake all general administrative duties

This is a varied role that will require an individual who can work at pace, communicate clearly and concisely, be prepared to be flexible and work as part of  team.

This post will require working weekends and evenings as part of a rota.

Working for our organisation

Here at George Eliot our vision to excel at patient care’ takes centre stage.  An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values.  Our values are not just words on a piece of paper; they underpin everything we do bonding us together, reflecting our ambition and shaping who we are:

Effective Open Communication

excellence and safety in everything we do

Challenge but support

Expect respect and dignity

Local health that inspires confidence

Detailed job description and main responsibilities

Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from all levels of medical and nursing staff and other health professionals and staff and patients and their families. Respond to complex enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with all levels of staff groups. To sensitively provide and receive complex information using tact and adapting communication style to meet the needs of individual levels of understanding.

Attend to all communications on a daily basis. Use judgement to undertake a preliminary assessment of content to determine the appropriate course of action and the priority for the Track and Trace and Elective Swabbing Teams attention

Generate routine and non-routine correspondence independently

To develop, implement and maintain office systems to enable the Track and Trace and Elective Swabbing Teams to operate smoothly and effectively, this will include developing and maintaining databases and office procedures information

Use of e-mail, electronic diaries, intranet/internet, word processing

Providing general clerical duties including filing and photocopying

Work on projects as directed by the Track and Trace and Elective Swabbing Teams

Arrange a variety of meetings, workshops and presentations, including attending to take formal minutes as necessary, and the distribution of agendas if required.

Maintain the Track and Trace and Elective Swabbing Teams team’s diary, booking staff and patients appointments and liaising with persons/s regards to queries.

Provide accurate and confidential information to assist with data entry, strictly adherent to Caldicott and Data Protection Act and retrieval of patient information via the Lorenzo and other departmental computer software programmes

Assist with audit work in line with quality governance requirements

Person specification

Experience and Knowledge

Essential criteria
  • Experience of communicating effectively with a variety of professionals and outside agencies
  • Communicating complex, sensitive information where persuasive conversations are required.
  • Governance knowledge/experience
  • Excellent office administration support skill set
Desirable criteria
  • Experience of working within a an NHS Trust or similar healthcare setting
  • Experience of ordering, purchasing etc.
  • Experience of training junior staff

Qualifications and Professional Training

Essential criteria
  • NVQ level 3 /Business qualification or equivalent qualification
  • Good general standard of literacy and numeracy
  • Evidence of development in previous job roles
  • Maintenance of skills and knowledge base through mandatory training and work experience
  • Willingness to undertake additional training, on the job and / or formally to carry out the duties required

Skills and Abilities

Essential criteria
  • Exercises Judgment when dealing with governance enquiries and analysing data to support & resolve.
  • Ability to work independently, plan and organise activities
  • Ability to work on own initiative
  • Knowledge of governance/secretarial procedures
  • Excellent verbal and written communication skills
  • Understanding of the need for confidentiality
  • Demonstrate diplomacy, sensitivity and ability to analyse situations
  • Able to work both independently and as part of a team
  • Support and understand the management of the Controlled Policy tracker
  • Work with the audit team, inputting data etc

Personal Qualities

Essential criteria
  • Able to respond to incidental contact with patients
  • Team Player
  • Exceptional organisational skills.
  • Able to work to tight deadlines
  • Exceptional communication skills
  • Good time management skills
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Documents to download

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Further details / informal visits contact

Sophie Hinsley
Job title
NHS Graduate Management Trainee
Email address
Telephone number
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