Medical Secretary | University Hospitals Coventry and Warwickshire NHS Trust

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

Job summary

A healthcare provider in the UK is seeking a Clinical Administrator to provide specialized administrative support to the surgical services team. The role involves ensuring efficient documentation, organizing patient care, and overseeing office management, all while maintaining high standards of patient-centered service. Ideal candidates will have experience in clinical administration and strong organizational skills. The position is not eligible for sponsorship.

Qualifications

• Experience in clinical administration and secretarial services.
• Excellent organizational skills.
• Ability to collaborate with various teams.

Responsibilities

• Ensure all clinical documentation is up-to-date.
• Organize all patients under the care of the consultant.
• Maintain efficient office management procedures.
• Support team members by training and development.
• Oversee administrative activities of Support Secretaries.

Job description

Overview

To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to the Surgical Services team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism for patients.

Please be advised this vacancy is not eligible for sponsorship.

About the Trust

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.

Closing Date

This advert closes on Monday 3 Nov 2025.

Responsibilities

• 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 information.
• 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 to ensure the waiting list is up-to-date and accurate at all times; with the Outpatient 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; and with Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.
• To maintain an efficient office management system/procedures 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; and effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems, ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
• 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.
• Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.