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Medical Secretary

3 months ago

Coventry, Coventry, United Kingdom University Hospitals Coventry and Warwickshire NHS Trust Full time

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.

To act as a senior 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

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


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; 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; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.


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 )


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.

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; 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


Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.


Use of hospital systems, including IPM, CRRS, Opera, Winscribe and from October 2023, EPR, to effectively manage workload and RTT patient pathways.


Liaise with patients over the phone for clinics, theatre bookings and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters.

Ensuring clear lines communication and correspondence in line with Trust policies and procedures.

Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.

Will provide a