Medical Secretary

Coventry and Warwickshire Partnership Trust; Stratford-upon-Avon; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare provider in Stratford-upon-Avon is seeking Medical Secretaries for Older Adult & Dementia Services. The role involves managing outpatient clinics, diary management, and providing comprehensive secretarial support. The ideal candidate will have excellent communication and organizational skills, along with Medical Secretary experience. Flexible working options available.

Benefits

Generous annual leave entitlement

Excellent learning and development opportunities

Salary sacrifice schemes for lease car, gym membership

Qualifications

• Excellent communication skills are essential.
• Current/previous Medical Secretary experience is desirable.
• Experience using Microsoft Office systems required.

Responsibilities

• Act as the first point of contact for consultants and their patients.
• Manage a range of complex duties including outpatient clinic management.
• Delegate and line manage other administrative staff.

Skills

Excellent communication skills

Organizational skills

IT skills

Ability to multitask

Compassion

Education

Good General Education (GCSE English and Maths A-C)

QCF Business Administration Level 3

Tools

Microsoft Office Suite

Carenotes or SystmOne

Job description

Overview

Medical Secretary – Older Adult & Dementia Services x 2 posts

1 post based at Stratford Health Centre, Stratford Upon Avon
1 post based at Stratford Health Centre plus 1 day per week based in Leamington Spa.

The closing date is 10 November 2025

About us

Coventry and Warwickshire Partnership NHS Trust (CWPT) delivers a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond. We put ople at our heart; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.

• generous annual leave entitlement which increases during your time with us
• excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
• salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
• discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
• wellbeing support, including an in-house counselling service, external helpline and more
• staff networks and support group

Who we’re seeking

We are seeking individuals with excellent communication and organisational skills to join our South Warwickshire Community administration team within Coventry and Warwickshire Partnership Trust. Applicants with secretarial experience will provide a comprehensive secretarial service to Consultants/Doctors and their clinical teams, supporting the growing demand for care in community adult mental health services within the South Warwickshire area.

We are looking for applicants who are friendly and approachable with great communication skills, able to build good working relationships and promote change and efficiency. As well as being a team player, you'll need to work autonomously and promote a flexible approach and strong work ethic to prioritise, multi-task, and delegate.

Applicants will share our values of Compassion, Respect, Excellence, Collaboration & Integrity to present a professional image and maintain the highest standards of customer service and confidentiality.

Role responsibilities

The Job Role: You will act as the first point of contact for your consultants' and their patients, with a need to exercise judgement, resolve problems using initiative, and occasionally be required to manage challenging situations and sensitive conversations.

Working unsupervised on a day-to-day basis to meet deadlines, you will be managing a range of complex duties, including outpatient clinic management and extensive diary management. You will need to be adaptable and flexible with the ability to respond to enquiries both internal and external to the organisation in a professional manner.

The Medical Secretary roles include various ad hoc work requests from consultants and the clinical management team, plus the need to support consultants who are undertaking additional duties, e.g. medical education/teaching responsibilities etc.

This role includes a requirement to effectively manage your own workload and be able to delegate and line manage other administrative staff, including conducting supervisions and appraisals for Band 2 & 3 admin staff. You will work closely with other medical secretaries to cross cover workloads where needed and support the Senior Admin Lead and Admin Team Co-ordinator to help implement and promote positive change, and improve efficiencies, to provide a comprehensive and effective admin service, within a busy community adult mental health & Older Adult & Dementia outpatient environment.

Skills and qualifications

Skills and Experience: Your skills should include the ability to prioritise, co-ordinate and delegate your workload and that of other team members. Current/previous Medical Secretary experience is desirable, with excellent IT skills, experience of using Microsoft Office systems and excellent communication skills all essential requirements for the Medical Secretary positions.

Use of Carenotes or SystmOne (patient record systems) is desirable but training will be provided for CWPT Trust systems.

We have 3 Medical Secretary vacancies. Two of which will be based at Stratford Health Centre, Stratford Upon Avon and supporting the Older Adult & Dementia Services, with a requirement for one of the Medical Secretaries (30hrs per week) to attend our Leamington site, one day per week. (access to a car is essential for this post holder)

The third Medical Secretary vacancy will work within the Community Adult Mental Health Services (CMHT) based at Yew Tree House, Leamington Spa; this is a 30hr per week position.

All working patterns will be discussed at interview.

We can also support our Medical Secretaries with some home working on a flexible rota basis, when service needs are met, for which equipment will be provided, and you will need home wi-fi network and a suitable confidential home working space to work in.

Person specification

• Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
• Ability to manage and prioritise own and other's workload and use own initiative
• Good organisation skills and ability to multitask
• Excellent time management skills ability to prioritise conflicting demands
• Ability to maintain relevant recording and information systems
• Understand confidentiality and apply the principles in everyday working practice
• Good General Education (eg. GCSE English and Maths A-C)
• Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Advanced keyboard / IT skills including ability to audio type
• Current or Previous Medical Secretary Experience
• Understanding of working in a supervisory role
• Good knowledge and understanding of office procedures
• Experience of working in a busy office / customer care environment
• Current or Previous NHS Admin Experience
• QCF Business Administration Level 3

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Coventry and Warwickshire Partnership Trust