Job vacancy: Health & Wellbeing Hub Administrator, South Warwickshire University NHS Foundation Trust, Shipston-on-Stour

Job summary

Main area: Health & Wellbeing
Grade: Band 3
Contract: 12 months (Fixed Term)
Hours: 21.25 hours per week (Two part time vacancies 21.25 hours each: 8.30am – 12.45pm and 12.45pm – 5pm)
Job ref: 203-CS892

Employer: South Warwickshire University NHS Foundation Trust
Employer type: NHS
Site: Ellen Badger Hospital
Town: Shipston-on-Stour
Salary: £24,625 - £25,674 pro rata
Salary period: Yearly
Closing: 11/05/2025 23:59

Health & Wellbeing Hub 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.

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.

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 have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.

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

Meeting, greeting and providing a welcoming reception for all staff, patients and members of the general public visiting Ellen Badger Hospital.

To provide non-clinical advice and information regarding appointments, processes or procedures to patients, visitors, and other members of hospital staff.

Direct patients/clients to the appropriate area as determined by clinical/service appointments. Dealing with personal queries at the reception desk.

Authorised to use the hospital IT system, Lorenzo and Emis to view and retrieve patient information, on behalf of the specified staff, as requested and to use this system to schedule, manage, negotiate, arrange and amend appointments and clinics.

Responsible for processing all telephone calls to the hospital and dealing with both internal and Royal Mail postal systems. To arrange transport for patients, liaising with the ambulance service; to record and monitor any transport problems and negotiate solutions acceptable to patients, staff and the ambulance service.

Coordinate activity and maintain a booking system for Health & Wellbeing Hub spaces to maximise activity, ensuring the hub is fully utilised by Stour Health & Wellbeing Partnership, community groups and local charity organisations.

Maintain noticeboards and leaflets in the Health & Wellbeing Hub, ensure accessible and comprehensive information and resources are available in a range of formats, as well as effective promotion of activity.

Support the facilitation of regular ‘pop up’ events linked to local Trust priorities and national events and initiatives.

Provide an efficient and effective administrative function to support and coordinate the activities of volunteers; ensuring roles and hours are captured on the Volunteer Management Software, Better Impact.

Support and coordinate the activities of volunteering within the Trust and ensure effective promotion of roles to attract and recruit volunteers.

Provide effective recruitment, induction and training for volunteers, ensuring volunteers are fully supported and confident in their roles and are working within the scope of the pre-identified activities.

Supervise and support volunteers daily, arrange and facilitate regular meetings with volunteers and maintain good communication.

Additional duties:

To be responsible for the timely collection of accurate data for official reporting and monitoring purposes.

Ensure all administrative and personnel procedures are in line with the good practice of The South Warwickshire University NHS Trust and data protection rules are adhered to.

There will be a requirement for flexibility to suit the needs of the service. Therefore, it is envisaged that the post holder will be required to work occasional evenings and weekends.

General administration duties to support the Manager and provide cover in the absence of the manager.

Source and purchase resources within financial restraints.

To carry out any other commensurate duties associated with this role and/or as requested by Volunteer & Community Wellbeing Services.

Knowledge skills and experience required:

To have good interpersonal skills and be able to communicate with staff, patients, visitors and hospital users.
The post-holder should embrace collaboration and uphold the organisations values and behaviour, both internally and externally.

Communications and Working Relationships:

Relationship with other SWFT Trust sites
All levels of staff, volunteers, patients and visitors
Volunteer & Community Wellbeing Services Team
Stour Health & Wellbeing Partnership
Voluntary and community sector organisations
Regional / national colleagues

Person specification

Qualifications

Essential criteria

NVQ 3, or equivalent, in Business Administration or relevant experience
Good level of general education including GCSE English & Maths or equivalent

Desirable criteria

Knowledge of hospital IT systems, Lorenzo / Emis

Experience

Essential criteria

Experience of Microsoft packages inc. Word, Outlook, Excel, data bases and other electronic systems
Experience of maintaining accurate records and general administration.
Ability to analyse data
Ability to work as part of a team
Good knowledge of equality and diversity issues
Effective presentation skills
Accuracy and attention to details
Team Administration experience

Desirable criteria

Knowledge of the volunteering sector

Skills

Essential criteria

Excellent interpersonal, written verbal communication skills
Ability to work unsupervised and manage own workload and meet short deadlines.
Ability to work calmly and confidently under pressure and manage frequent interruptions
To be proactive and use own judgement and initiative to make safe decisions within boundaries of role
Demonstrate the importance of maintaining confidentiality.
Excellent interpersonal skills and be able to communicate effectively, verbally, typed and in writing.
Must be able to work as part of a team and contribute to positive and effective relationship building
Must be caring, compassionate, effective, and trustworthy, and work by the Trust values.
Understand when to escalate issues as required to a senior staff member.
Recording and maintenance of information systems
Excellent Problem-Solving skills

Desirable criteria

Ability to communicate with staff at all levels

Personal Qualities

Essential criteria

Highly Organised with attention to detail
No discrimination attitudes or behaviours
Work as committed team member
Flexible and pragmatic approach to complex problems and difficult situations
Driven by reaching high quality standards
Ability to develop strong working relationships and to motivate staff and others

Other

Essential criteria

Must be able to meet the travel requirements of the role
Willingness to support others during periods of particular pressures

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.