Medical Secretary, T&O | University Hospitals Coventry and Warwickshire NHS Trust

UHCW NHS Trust; Coventry; On-site; GBP 20,000 - 30,000; Full time

Job summary

A prominent NHS Trust in Coventry is seeking an experienced Medical Secretary for a 12-month maternity cover role. The ideal candidate will have proven secretarial experience and excellent organizational and communication skills. Responsibilities include managing clinical documentation, patient pathways, and supporting a busy Trauma and Orthopaedic team. This is a unique opportunity to be part of a dedicated team in a well-rated hospital setting.

Benefits

Access to learning and development opportunities

Work within a prestigious NHS Trust

Qualifications

• Proven secretarial experience in a fast-paced environment.
• Ability to liaise effectively with patients and colleagues.
• Experience in a senior administrative role will be considered.

Responsibilities

• Act as a point of contact to manage enquiries effectively.
• Ensure clinical documentation is organized and up to date.
• Organize all patients under the care of the consultant.
• Manage consultant’s schedule and office procedures.
• Handle the inpatient waiting list and plan surgeries.
• Contribute to patient and business improvement agendas.
• Support team members through training and supervision.

Skills

Secretarial experience

Organizational skills

Communication skills

Job description

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.

Responsibilities

• 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.
• 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 consultant’s 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 consultant’s 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.

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.

For further details please see the attached job description.

This advert closes on Tuesday 2 Dec 2025