Medical Secretary, T&O

University Hospitals Coventry and Warwickshire NHS Trust; Coventry; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare institution in Coventry is seeking a Medical Secretary to support the Trauma and Orthopaedic Admin Team. This 12-month maternity cover role requires proven secretarial skills and excellent organisational capabilities. Candidates should be proactive in liaising with various departments to ensure smooth patient care operations. Competitive salary and opportunities for development await the right individual.

Qualifications

• Proven secretarial experience required.
• Excellent organisational and communication skills essential.
• Ability to collaborate effectively with various teams.

Responsibilities

• Manage enquiries promptly and effectively.
• Maintain clinical documentation in an orderly fashion.
• Organise patients under the consultant's care.

Job description

Go back University Hospitals Coventry and Warwickshire NHS Trust

Medical Secretary, T&O

The closing date is 02 December 2025

We are looking for a person with secretarial experience to join our Trauma and Orthopaedic Admin Team.

This is a 12 month role to cover maternity leave and an exciting opportunity for someone with already proven secretarial experience, given that Medical Secretaries in this department are senior staff within the Admin Team. However, those with appropriate experience in a senior administrative role would be considered.

The Trauma and Orthopaedic Department is fast paced, with over 40 Consultants running a busy Elective and Trauma Service for the local and surrounding areas.

The post holder must have excellent organisational and communication skills as liaising with patients, colleagues and other departments is an essential part of the role. Interested candidates should look to gain an understanding of the specialism prior to interview.

Any informal enquiries should be directed to Mina Rai, Administration Manager, [e-mail].

Please be advised that sponsorship is not eligible for this post.

Secondment will be considered for internal candidates - If you are successful after interview, you must obtain approval from your current line manager to accept the offer.

Main duties of the job

• To act as a point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintain
• To ensure, wherever possible, that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system: prompt transcription, manipulation and distribution of appropriate correspondence.
• To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with the Booking Centre and Patient Access Team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatres, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.

About us

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Job responsibilities

• To implement and maintain an efficient office management system/procedure to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationary levels are maintained, processing orders as required.
• To manage a consultants inpatient waiting list, including planning and scheduling surgery.
• To manage patient pathways from referral to treatment.
• To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.
• To support team members. This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.

For further details please see the attached job description.

Person Specification

Qualifications

• See supporting documents

Experience

• See supporting documents

Knowledge

• See supporting documents

Skills

• See supporting documents

Commitment to Trust Values and Behaviours

• See supporting Documents

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

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospital Coventry and Warwickshire

University Hospital Coventry and Warwickshire