Support Secretary

Job overview

An exciting opportunity has arisen for a Support Secretary to join the ENT, Head & Neck and Maxillofacial 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 apply for this job as soon as you can, if interested.

Please note: This vacancy is being advertised to recruit to one full-time (37.5 hours per week) and one part-time (30 hours per week) Support Secretary position

Main duties of the job

• To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.
• To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
• To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
• To undertake general office duties such as; faxing, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively. To review stationary levels and inform appropriate person when necessary.
• To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.

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.

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.