Pathway Coordinator (Medical Secretary)

UHDB; Burton upon Trent; On-site; GBP 26,000 - 27,000; Part time

Benefits offered by this job

Development opportunities

Employee assistance programme

Discounted gym membership

Onsite fitness classes

Car schemes

Job summary

University Hospitals of Derby and Burton NHS Foundation Trust (UHDB) is inviting applications for a Main area Pathway Coordinator-Medical secretary grade Band 3. The role supports a Gynaecology Secretarial Team with high-quality secretarial services to consultants and the clinical team.

It requires strong organisation, discretion, and patient liaison across busy hospital environments. The post is part time (36 hours per week, Monday to Friday, office hours) with a pro rata salary of

Qualifications

• GCSE English 9-4 or A-C achievement required.
• NVQ 3 in Business Administration or equivalent knowledge and skills.
• Medical terminology certificate or experience preferred.
• Audio typing/typing certificate or experience preferred.

Responsibilities

• Act as a key point of contact for patients, consultants and medical staff.
• Respond to enquiries with sensitivity, professionalism and efficiency.
• Prepare and send clinical correspondence within agreed timescales and quality standards.
• Escalate urgent test results and important communications promptly.
• Provide support and cover for colleagues when required.
• Work in line with Trust and national policies, including waiting list management and 18-week pathway targets.

Skills

Meet deadlines

Independent worker

Advanced IT skills (Word & Excel)

Communication with patients/staff

Teamwork and workload management

Education

GCSE English 9-4 or A-C

NVQ 3 in Business Administration or equivalent

Medical terminology certificate or experience

Audio typing/typing certificate or experience

Tools

Microsoft Word

Microsoft Excel

Job description

Main area Pathway Coordinator-Medical secretary Grade Band 3 Contract Permanent Hours Part time - 36 hours per week (Monday to Friday (office hours)) Job ref 320-W&C-BUR-1270

Site Queens Hospital Burton Town Burton on Trent Salary £25,760 - £27,476 pro rata pa Salary period Yearly Closing 12/11/2026 23:59 Interview date 26/11/2026

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together.

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

With over 14,000 members of staff, you can expect huge variety and new opportunities every day! Our staff go above and beyond and take pride in caring for our patients.

University Hospitals of Derby and Burton NHS Foundation Trust are fully committed to promoting inclusion, equality, diversity and human rights in employment and delivery of its services. The Trust is committed to providing an environment where all employees, patients, carers and visitors experience equality of opportunity by means of understanding and appreciating the value of diversity.

As a Trust we promote an inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.

The Trust actively encourages applications from members of our Black, Asian and Minority Ethnic communities. These groups are under-represented in our organisation, and it’s important to us that our workforce reflects the diversity of our communities as much as possible.

Armed Forces and Disability Confident guaranteed interview scheme

To further support the pledges in the Armed Forces Covenant and to make a positive contribution to support ex-armed forces personnel (veterans) make the transition to civilian life, the Trust has introduced a Guaranteed Interview Scheme for veterans who meets the essential criteria set out in the person specification, to help them overcome barriers to find civilian employment. The scheme will operate for all external recruitment.

The Trust is a Disability Confident Employer and committed to both employing and retaining people with disabilities. This commitment is to guarantee an interview for any candidate that has disclosed a disability under the Equality Act 2010 and who meets the essential criteria set out in the person specification. Reasonable adjustments under the Equality Act 2010 will be considered upon request.

if you are blind or visually impaired and require application material in an alternative format- such as Braille, large print, audio or accessible electronic formats or you require support/adjustments with your application please contact the recruitment team on 01332 788466

The Trust is proud to be a signatory of the Care Leavers Covenant and is committed to supporting care-experienced people into employment.

Applicants who identify as a care leaver and who meet the essential criteria for the role, as detailed in the person specification, will be guaranteed an interview.

If you wish to be considered under this scheme, please indicate this within your application.

Join us and help make a real difference to our Trust.

Here’s more about the role and what we’re looking for;

Job overview

We are excited to offer an opportunity to join our friendly and supportive Gynaecology Secretarial Team.

In this role, you will provide a high-quality medical secretarial service, supporting consultants and the wider clinical team in delivering efficient and patient-focused care.You will work collaboratively with colleagues across the department, contributing to a positive and inclusive team environment.

We are looking for a confident and approachable communicator who can effectively liaise with patients, consultants, and staff at all levels. The ideal candidate will be enthusiastic, well-organised, and able to manage competing priorities in a busy environment, while maintaining professionalism and attention to detail.

The ideal candidate should be able to bring strong interpersonal skills, a proactive mindset, and the ability to handle sensitive information with tact and discretion. A commitment to teamwork, problem-solving, and delivering excellent service is essential.

Main duties of the job

• Act as a key point of contact for patients, consultants, and medical staff
• Respond to enquiries with sensitivity, professionalism, and efficiency
• Prepare and send clinical correspondence within agreed timescales and quality standards
• Escalate urgent test results and important communications promptly
• Provide support and cover for colleagues when required
• Work in line with Trust and national policies, including waiting list management and 18-week pathway targets

Closing date of applications: 12 November 2026
Interview date: 26 November 2026

Working for our organisation

As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together

Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.

In return we will offer:

• Development opportunities, both professional and leadership development
• On-going support from recruitment to when you join our team and beyond.
• Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes

Key Facts:

• We see on average 4810 OP appointments a day.
• We are the 4th busiest Trauma & Orthopaedic outpatients department in England – an average of 2077 per week.
• An average of 1115 patients are seen in A&Es across our network every day – 3rd largest in the country.
• Our hospitals admit an average of 195 emergency patients daily.
• Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres.
• We are one of only 7 Trusts nationally with more than 50 operating theatres.
• We carry out more than 140 elective procedures each working day.
• UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.

Detailed job description and main responsibilities

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Please note this position is not eligible for sponsor ship. Applicants must be able to demonstrate an existing and ongoing right to work in the UK for the duration of the contract without sponsor ship from the Trust.

Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).

Person specification

Education, Training and Qualifications CPD Requirements

• GCSE English 9-4 or A-C
• NVQ 3 in Business Administration or equivalent knowledge and skills
• Medical terminology certificate or experience
• Audio typing/typing certificate or experience

Experience and Knowledge

• Demonstrable experience of working in a customer care/patient care environment
• To be able to demonstrate substantial experience in an NHS administrative role to include using multiple applications
• An understanding of the 18- week RTT process and a knowledge of the Trust Patient Access Policy
• Experience of working in a health care administrative role
• An understanding of General Data Protection Regulation (GDPR)
• An understanding of cancer referral process and targets

Skills and ability

• To be able to demonstrate the ability to work towards deadlines
• To be able to demonstrate the ability to work independently as well as part of a team
• To be able to demonstrate an advance level of IT to include Microsoft Word and Excel
• Able to deal with barriers to communication such as language and dealing with anxious patients
• Ability to plan and delegate within the team and manage day to day workload

Our Trust aims to provide the highest quality care to patients within Derbyshire and South East Staffordshire and we want the very best people to work with us.

Follow us on Twitter @UHDBTrust or find us on Facebook & LinkedIn - UHDB Trust

IMPORTANT INFORMATION

If we receive a high number of applications for this position, we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment.

At UHDB, we offer different ways to work flexibly to each and every one of our colleagues, many of whom already work flexibly at all sites of the Trust.

For our roles we are open to discussing the possibility of part-time/ reduced hours/ compressed hours/ flexible start and finish times/ fixed/flexible shifts/annualised hours/ term time hours/ hybrid working – working partly in the trust/partly at home.

Why don’t you talk to us at interview about the flexibility you would like to explore and what it means to you, and we will discuss what’s possible for the job and team, and the opportunities we might be able to create together.

We can’t promise to give you exactly what you want, but we do promise to work with you to look at all the available options.

Most of our posts are subject to a DBS check, however having a criminal record will not necessarily bar you from obtaining a position. Please be aware that all new employees starting work with us will be charged for the cost of their DBS check, if it is required for your role.

All correspondence relating to your application will be sent to you via our trac.system account. Please ensure that you regularly check your emails; this includes junk/spam, as your security settings may not recognise the sender.

Anyone from outside of the UK (excluding from the Republic of Ireland) will need permission from UK Visas and Immigration (UKVI) to work in the UK and may also need entry clearance before travelling here.

UKVI is responsible for managing migration. To obtain a visa or entry clearance, you will need to meet certain requirements and demonstrate you have the right the work in the UK via:

• the points-based immigration system
• the EU settlement scheme
• eVisa

During the course of its employment activities, University Hospitals of Derby and Burton NHS Foundation Trust collects, stores and processes personal information about prospective, current and former staff.

Our Privacy Notice includes applicants, employees (and former employees), workers (including agency, casual, honorary and contracted staff), volunteers, trainees and those carrying out work experience – please refer to our Privacy Notice available on our Trust website: https://www.uhdb.nhs.uk/information-governance

UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AI‑generated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

If we receive a high number of applications for this position we reserve the right to withdraw the post before the closing date, therefore it is advisable that you apply as early as possible to avoid disappointment. Please ensure that you had read the Job Description and Person Spec and that you meet the criteria before applying.