# Medical Secretary, HPB > NHS job listing from Job Clerk for University Hospitals Coventry and Warwickshire NHS Trust. ## Canonical URLs - **HTML:** https://www.jobclerk.com/job/medical-secretary-hpb/748fb47e-9ccf-431f-a24a-bc05d6ec38f6 - **Markdown:** https://www.jobclerk.com/job/medical-secretary-hpb/748fb47e-9ccf-431f-a24a-bc05d6ec38f6.md ## Summary - **Status:** Live - **Employer:** University Hospitals Coventry and Warwickshire NHS Trust - **Location:** University Hospital - **Workplace type:** onsite - **Profession:** Medical secretary - **Grade:** Band 4 - **Salary:** £28,392 - £31,157 per annum - **Contract type:** Fixed term: 12 months (Maternity Cover. Secondment will be considered for internal candidates – If you are successful after interview, you must obtain approval from your current line manager to accept the offer.) - **Employment type:** Full time - 37.5 hours per week (Mon - Fri 0800 - 1600) - **Closing date:** 2026-09-10T22:59:00.000Z - **Posted:** 2026-08-27T11:51:08.649Z - **Source information URL:** https://www.healthjobsuk.com/job/UK/Warwickshire/Coventry/University_Hospitals_Coventry_Warwickshire_NHS_Trust/Surgical_Services/Surgical_Services-v8259546 - **Application URL:** https://apps.trac.jobs/job-advert/8259546?ShowJobAdvert=&feedid=9002 - **Employer website:** https://www.uhcw.nhs.uk ## Job Content ### Job overview An opportunity has arisen to join the administrative team for the Hepatobiliary (HPB) team, to provide maternity cover. The aim of the role is to provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to Consultants and their teams in accordance with Departmental, Trust and National standards, policies and procedures, and to act as a source of advice and guidance regarding the specialism Interviews are proposed for week commencing 21st September. Previous applicants need not apply. 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 apply for this job as soon as you can, if interested. ### Main duties of the job - 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 maintained. - 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 correspondence. - 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 need ### Detailed job description and main responsibilities - 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 required. - 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 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. For further details of the role please see the attached job description. ### Applicant requirements 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. ## Person Specification ### Skills **Essential** - - Excellent organisation skills - Good Presentation skills - Able to supervise support staff daily - Sound decision making - Excellent level of verbal and written communication - Able to demonstrate good persuasion and influencing skills - Able to use judgement and initiative provide information and support - Able to apply tact and sensitivity to establish trust and confidence - Empathetic approach to managing and resolving enquiries. - Able to manage difficult and distressing situations effectively. - Able to analyse problems and initiate appropriate solutions effectively - Able to compose and transcribe minutes, correspondence, and reports. ### Knowledge **Essential** - - Thorough working in knowledge of Microsoft packages i.e. Outlook, Word, and Excel. - Excellent understanding of general office working procedures **Desirable** - - Awareness of current issues within the NHS. ### Experience **Essential** - - Experience at secretary level or trainee secretary level - Decision making and resolving complex work-related issues **Desirable** - - Experience in a customer facing role ### Qualifications **Essential** - - ECDL or Equivalent experience - NVQ3 in Administration or equivalent - Key skills level 2 in literacy or equivalent ### Commitment to Trust Values and Behaviours **Essential** - - 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 ## Documents - [candidate guide (pdf, 10.3mb)](https://www.healthjobsuk.com/documents?ddoc=2471) - [job description and personal specification (pdf, 688.3kb)](https://www.healthjobsuk.com/documents?vdoc=10573062) ## Agent Notes - This Markdown page is generated from the same Job Clerk job record as the HTML job detail page. - Use the canonical HTML URL for user-facing references. - Use the application URL when the user wants to apply on the source NHS site.