Job Overview

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, including our Community Teams in North Warwickshire. Our progressive, expanding organisation has great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values are 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 does not matter what role you do; we all work with our values at the core.

Core Responsibilities

As a clerical & administrative team member within Rheumatology Therapy Audit Support Services, you will provide comprehensive support to the Rheumatology Team. Your duties include:

• Inputting routine data onto the computerized Therapy Audit database system for patients receiving Disease Modifying medications and Biologic treatments.
• Using initiative and discretion to discharge duties independently without direct supervision.
• Answering and recording incoming calls to the Rheumatology helpline, guiding patients on blood monitoring frequency and responding to correspondence generated by the TA monitor system.
• Preparing daily blood variance reports on the Therapy Audit database and ensuring scans and trends are printed and delivered to the Consultant Rheumatology team.
• Auditing patients for non‑attendance of blood monitoring daily, sending letters to General Practitioners and patients who have failed to attend within the expected frequency as per DMARD guidelines, and investigating anomalies.
• Maintaining the user list for Therapy Audit, ensuring it is up to date, and coordinating training and consent for consultants.
• Updating patient information from the most recent clinic letters and entering changes in drug therapy onto the database.
• Using patient administration systems, clinical letters and ICE Pathology facility to query patient details, and manually entering blood results received from outside hospital Trusts.
• Scanning returned variance reports onto a shared folder weekly.
• Initiating and coordinating ongoing Community Phlebotomy dates as needed.
• Printing reports from the Therapy Audit database as required.
• Coordinating with the IT Department and software vendors on any technical problems relating to the database, and updating staff accordingly.
• Attending regular updates/workshops provided by the database software company and feeding information to the multidisciplinary team.
• Providing information for ad hoc departmental audits and maintaining good communication links with Clinicians, Nurses, Secretaries, the Rheumatology Day Unit, General Practitioners, Pathology Department, ward staff, and patients.
• Ensuring that all Trust standards are maintained and monitored to improve the quality of care to all who come into contact with our services.
• Complying with Health and Safety legislation, promoting high standards and acting immediately on hazards or unsafe practices.
• Participating in appraisals, personal reviews, and training and development activities.
• Undertaking any other duties as required in accordance with the grade and nature of the post.
• Providing training and setting up new members of Therapy Audit staff.

Qualifications & Experience

• Pose an excellent communication & organisational skill set, working well in a team and meeting deadlines.
• Good basic education; English Language GCSE pass (minimum).
• ECDL or equivalent, and working knowledge of Microsoft Office.
• Experience and working knowledge of Patient Administration Systems, and proficiency in Excel and PowerPoint.
• Familiarity with the key functions of an administrative role.

Skills & Personal Qualities

• Articulate with excellent communication skills.
• Friendly and professional telephone manner.
• Able to prioritise tasks and work under pressure.
• Demonstrates understanding of patient confidentiality.
• Capable of responding effectively when working alone or in a team.
• Conscientious, hard‑working, honest and reliable.
• Good initiative, adaptability, and flexible.
• Ability to handle distressing situations involving patients/relatives.

Agile and Flexible Working

All staff will have a work base. The Trust operates as an Agile Working Team; staff may work from home on a regular basis as required by the service. Occasional travel around Warwickshire and to your base may be required, so access to your own transport would be helpful. We welcome staff to discuss flexible working arrangements at interview.

Staff Benefits

The Trust offers a wide range of benefits, including Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to Work scheme, and more. Applicants on a substantive basis can assess these benefits.

Equality, Diversity, and Inclusion

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all employees. We encourage all applicants to complete a short survey via the following link: https://forms.office.com/e/ahWY3eAGM2. We are an equal opportunities employer, committed to Equality and Diversity and do not tolerate discrimination or harassment on any protected characteristic.

Disclosure and Barring Service (DBS) Checks

Many roles require a DBS check. If successful, 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.

Probationary Period

All new staff will be subject to a standard 6‑month probationary period, the details of which will follow in your contract of employment.

Important Information

Due to a high volume of applications, the Trust may close the job early. Please submit your application as early as possible. The Trust uses an Applicant Management System called TRAC; all communications will come via TRAC. Please check your TRAC account regularly and ensure your email is set to accept messages.

We aim to shortlist all vacancies within 2 days of the vacancy closing and will get back to candidates ASAP. Ensure all sections of the application form are completed fully, including referees with business email, telephone, and postal address.

We are a smoke‑free environment, part of a \'Foundation Group\' alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust, and Worcestershire Acute Hospitals NHS Trust.

Employer Certification / Accreditation Badges (Documents)

• Job Description (PDF, 152.6 KB)
• Person Specification (PDF, 144.6 KB)

Apply

Join a Trust rated Outstanding by the CQC. Follow us on Twitter @swftrecruit or Facebook (Recruitment - South Warwickshire NHS Foundation Trust). The role is still open and your application will be considered promptly.