Team Secretary

Transformation Unit; Warwick; Hybrid; GBP 26,000 - 27,000; Full time

Benefits offered by this job

Lease Car Scheme

Electronics Scheme

Discounted Leisure and Travel

Cycle to work scheme

Car parking

Job summary

South Warwickshire University NHS Foundation Trust seeks a proactive Team Secretary for its Medical Secretariat Team at Warwick Hospital. The role covers a mix of home and office work, Monday to Friday, 37.5 hours weekly, with part-time options.

Primary duties include audio typing, rostered appointments, and ensuring smooth patient pathways while maintaining confidential records and supporting RTT targets.

Qualifications

• RSA III or equivalent speed and accuracy.
• European Computer Driving License.
• Working knowledge of Microsoft Office.
• Working knowledge of PAS.

Responsibilities

• Type all correspondence for outpatients and inpatients and departmental letters.
• Request patient appointments and follow-ups using the Lorenzo system with consultants.
• Handle enquiries from patients and staff; refer complex issues to the team.
• Update RTT status and maintain accurate records; complete ITT forms as required.
• Cross-cover for the secretarial team during leave or sickness.
• Support new procedures/policies and technology integration, including PAS.
• Set up and maintain filing systems; archive documents appropriately.
• Obtain results and ensure timely medical attention where needed.
• Manage patient notes and data entry, ensuring confidentiality.
• Process post and emails promptly; assist with meeting administration.

Skills

Microsoft Office

Excel

PowerPoint

PAS

Education

RSA III or equivalent speed and accuracy

Job description

Employer South Warwickshire University NHS Foundation Trust Employer type NHS Site Medical Secretariat Team 1 Town Warwick Salary £25,760 - £27,476 per annum Salary period Yearly Closing 24/11/2026 23:59

Team Secretary

Band 3

South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.

We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare. The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own. Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs . Details of this will be sent to successful candidates in their offer letter.

All new staff to the Trust will be subject to a standard 3 month probationary period, the details of which will duly follow in your contract of employment.

South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.

As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:

We appreciate you completing the survey.

All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.

The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.

The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.

The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.

To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).

The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.

Job overview

We are looking for highly motivated, committed and passionate individuals to join our Medical Secretarial Team at Warwick University Hospital

The position is based at Warwick Hospital working Monday - Friday (37.5 hours per week) 5 day week (Part time also available), and will involve a mixture of home and office-based work.

Every day to be different.

Work with a variety of professionals.

Have an opportunity to contribute to a patient’s journey.

Something that is really rewarding that gives you good job satisfaction.

Make some great friends and be part of a lovely community.

Help to implement/change processes to improve the healthcare experience.

Flexible approach to working.

Previous applicants need not apply.

Main duties of the job

To work as part of a team providing secretarial support for the consultants, junior medical staff and nursing staff within the team with particular responsibility for audio typing/voice recognition as delegated by the Secretarial Team Leader.

To support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E-referrals.

To support the delivery of a specialty specific single point of access for patients. To work collaboratively with other members of the administrative team within the Medical Secretariat.

Working for our organisation

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Detailed job description and main responsibilities

To type all correspondence relating to outpatients and inpatients, as well as typing departmental correspondence.

To request patients new and follow up appointments as required using Lorenzo system and liaising with appropriate consultants and departments.

To receive enquiries from patients and staff, resolving enquiries and forwarding more complex issues to the most appropriate member of the team.

To update and maintain the 18 week RTT Status, ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

To provide cross cover for secretarial team during annual leave and sickness.

To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.

To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.

To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patient’s records.

To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using Lorenzo.

To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e‑mail correspondence.

To action all routine leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

To maintain clinician’s diaries, ensure meetings are arranged and undertake minutes for meetings as and when required.

Qualifications

• RSA III or equivalent speed and accuracy
• European Computer Driving License

Experience

• Working knowledge of Microsoft Office
• Working knowledge of PAS

Skills

• Articulate – excellent communications skills
• Friendly and professional telephone manner to support the above
• Good audio/copy typing skills
• Able to prioritise tasks
• Demonstrates potential to be able to work under pressure
• Demonstrate understanding of patient confidentiality
• Experience of Excel and Powerpoint

Personal Qualities

• Able to respond effectively to working alone or in a team
• Conscientious and hard working
• Ability to deal with distressing situations patients/relatives
• Ability to use initiative
• Honest and reliable
• To be able to adapt to change
• Flexible

IMPORTANT INFORMATION

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.