Support Secretary

UHCW; Coventry; On-site; GBP 26,000 - 27,000; Part time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a part-time Support Secretary to provide administrative and secretarial support to consultants and clinical teams in the Oncology and Haematology Psychology area.

The role involves appointment handling, patient enquiries, accurate record keeping and facilitating outpatient services while maintaining a high standard of service and patient care in a busy NHS setting.

Qualifications

• NVQ 2 in Administration or equivalent.
• RSA/OCR II or equivalent typing/word processing.
• Basic level in literacy and numeracy.

Responsibilities

• Handle routine and urgent enquiries promptly and maintain records.
• Maintain up-to-date documentation, ensure efficient record keeping.
• Update and retrieve information from internal computer systems to support operations.
• Perform general office duties such as faxing, typing, photocopying and uploading/downloading data.

Skills

Organisational skills

Communication

Customer service

Audio-typing

Education

NVQ 2 in Administration

RSA/OCR II typing/word processing

Literacy & numeracy basics

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Main area Oncology and Haematology Psychology (Oncology) Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 18.75 hours per week (18.75 hours per week) Job ref 218-AC-B3-8342676

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,760 - £27,476 per annum pro rota Salary period Yearly Closing 20/10/2026 23:59 Interview date 30/10/2026

Job overview

An exciting opportunity has arisen for a Support Secretary to join the Oncology and Haematology Psychology team at UHCW. The successful candidate will provide comprehensive administrative and secretarial support to consultants and clinical teams, ensuring patients receive an efficient, professional and patient-centred service. The role includes appointment booking, managing enquiries, maintaining accurate patient records, processing correspondence and supporting the delivery of outpatient services. Candidates should have excellent organisational, communication and customer service skills and be able to work effectively within a busy team environment.

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

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received.

Please note: This vacancy is being advertised to recruit to part time (18.75 hours per week)

Main duties of the job

• To ensure all routine and/or urgent enquiries are effectively and successfully resolved within aprompttimescaleusingowninitiativeorreferringasappropriateandaproperrecordismaintained.
• To ensure wherever possible that all documentation is up-to-date, in an orderly fashion andavailable whenever decisions are being made, liaising with department and Trust staff to maintainan efficient record system, prompt transcription and distribution of correspondence in compliancewithlocal/nationaltargets.
• To maintain accurate and up to date internal computer systems and to retrieve and generateinformation to assist in the effective organisation of all patients/customers in accordance with localandnationalpolicies andtargets.
• To undertake general office duties such as; faxing, typing, photocopying anduploading/downloading information to/from external agencies efficiently and effectively. To reviewstationarylevelsand informappropriate personwhen necessary.
• To maintain efficient office management system/procedures to enable the department/clinicalteam to optimise their customer/patient care by ensuring that the data entered onto the systems isaccurate,completeandup-to-date,identifying issues and actingaccordingly.

Working for our organisation

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.

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.

Detailed job description and main responsibilities

The Support Secretary provides a comprehensive administrative and secretarial service, supporting consultants and clinical teams to deliver high-quality patient care. The role involves managing appointments, handling patient and clinician enquiries, maintaining accurate patient records, processing correspondence, and ensuring administrative processes are completed efficiently and within required timescales. The post holder will work closely with multidisciplinary teams, provide excellent customer service, and contribute to the effective delivery of outpatient and clinical services while demonstrating UHCW values and behaviours.

For further details please see the attached job description.

Person specification

Qualifications

• NVQ 2 in Administration or equivalent
• RSA/OCR II or equivalent typing/word processing
• Basic level in literacy and numeracy

Experience

• Experience in customer facing role

Knowledge

• Working knowledge of Microsoft Outlook, Word and Excel.
• Good understanding of general office procedures
• Audio-typing skills
• Experience of NHS IT systems

Skills

• Maintains a high level of accuracy
• Good level of verbal and written communication
• Good organisation skills Empathetic approach in resolving enquiries
• Able to prioritize and organize own workload
• Audio-typing skills
• Experience of NHS IT systems

Commitment to Trust Values and Behaviours

• Must be able to demonstrate behaviours consistent with the Trust’s values. (As detailed in UHCW’s Values in Action document below)
• Applicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

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.