Package Description As a HIV Administrative Support Officer you’ll be part of our valued team based at our Coventry and Warwickshire Sexual Health Service. You will feel valued as a HIV Administrative Support Officer within HCRG Care Group, receiving access to exclusive rewards and benefits including: A salary of £23,875.00-£25,814.00 dependent on experience, with access to our group pension Free tea, coffeeand milk at your base location Membership of My Reward Hub, giving you access to discounts on every day purchases like grocery shopping as well as cashback and voucher offers for treats for you and those special to you Access to your wages as you earn them to help cover life’s emergencies and avoid overdraft fees or high interest rates Online and face to face help with your mental and physical wellbeing – from healthy recipes and activity challenges through to post trauma support, legal, debt and life management help, as well career coaching and counselling Access to eLearning, bespoke career pathways and opportunities for continuing professional development through our ‘Outstanding’ learning and development team, The Learning Enterprise An open, just culture where you’re encouraged to have and implement ideas which can help us deliver our purpose: changing lives through transforming health and care – backed up by at least £100,000 of ringfenced innovation funding each year Job Introduction Coventry and Warwickshire Sexual Health Service are looking for a highly motivated person to join our developing HIV Team. The team consists of Consultants, Nurses and HCA’s and Pharmacists. This opportunity is unique within the service and will evolve and develop as the team develops We are looking for an HIV Administrative Support Officer who can work effectively both as part of a team and independently. The successful candidate will provide high-quality, confidential, and efficient administrative support to the Coventry and Warwickshire HIV Service, operating within a Single Point of Access (SPA) model to ensure consistent, timely, and patient-centred access to care. You will support the coordination of HIV patient pathways in line with agreed SPA protocols and service standards. The role requires strong administrative skills, including letter writing, appointment booking, diary management, minute taking, scanning, printing, and supporting meetings. This is a part-time role working 26 hours per week. The post requires working across all four sites; therefore, a full driving licence and access to a vehicle are essential. Main Responsibilities To act as a first point of contact for HIV-related administrative queries via SPA channels and be able to coordinate and act in accordance with local processes. To receive and process referrals in line with SPA protocols, ensuring accurate logging and routing. To book, amend, and cancel HIV appointments in line with service procedures. To escalate urgent or complex cases to clinical staff following agreed escalation pathways. To track patient pathways to ensure timely follow-up and recall processes. To prepare and validate clinic lists in advance to ensure effective use of capacity. To coordinate meetings related to HIV care and provision To maintain accurate patient records on clinical systems To support waiting list and capacity management processes. To communicate sensitively with patients, maintaining strict confidentiality. This may be in a face-to-face capacity or over the telephone Be able to record effectively all patients conversations and information from Consultants that is related to patient care Please see job description attached for full-list. Ideal Candidate Essential Good standard of education to include GCSE grade 4 or above in English and Maths Typing proficiency Proven secretarial skills within customer care environment Driving License and access to a car for work purposes. Confidence to work independently and intuitively within HIV specialism. Able to communicate effectively with patients both verbally and written Strong organisational tasks and ability to prioritise and delegate tasks Able to identify barriers to communication and implement solutions to overcome them. Good level of emotional Intelligence. Good generic IT and ability to use MS Word/Teams/Excel Strong analytical skills Ability to apply sound professional judgement for legal and ethical issues Desirable NVQ3 Business administration or Customer Care Knowledge of medical terminology Relevant keyboard qualification – typing to RSAII/OCRII or equivalent experience About the Company We change lives by transforming health and care. Established in 2006, we are one of the UK's leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes.We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services.Across England, we support communities of many millions and directly help more than half a million people each year - guided by our simple values: we care, we think, we do. We're committed to equal opportunities and welcome applications from a broad, diverse range of people who want to join our team.We’re a Disability Confident Committed company, so we work to provide facilities, work environment adjustments and technical solutions to be as inclusive of everyone. While it doesn’t happen often, sometimes a role is very popular, and we’ll need to close it earlier than the date we’ve shown here. If you’re keen to join our team, we’d love to hear from you so please apply as soon as you can. As you’d expect, safeguarding and protecting the children, young people and vulnerable adults that we work with is of the utmost importance so we have policies and procedures in place to promote safeguarding and safer working practices and everyone who joins the team is subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. Finally, we need to let you know that the company you’ll work for is part of HCRG Care Group Holdings Limited and by applying for this job we’ll need to process and hold information about you. If you would like to know a little more about how we use your information, please see our website's privacy policy.