Medical Secretary, Centre for Reproductive Medicine (CRM)

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University Hospitals Coventry and Warwickshire NHS Trust Medical Secretary, Centre for Reproductive Medicine (CRM)

The closing date is 17 November 2026

Apply for this job

Job summary

To provide specialised, comprehensive and confidential patient centred clinical administrative and secretarial service to the Gynaecology Consultant/s and team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism.

Please be advised sponsorship is not eligible for this post.

Please be advised the interviews for this post will take place on 08/12/2026, subject to availability and change.

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

Act as the main point of contact for enquiries, ensuring issues are managed promptly, resolved effectively, and appropriately documented. Maintain accurate and up-to-date clinical records, ensuring documentation is available to support patient care and clinical decision-making.

Coordinate and manage patients under the Consultant's care, working closely with Booking, Patient Access, Outpatient, Theatre, Diagnostic and Ward teams to ensure efficient patient pathways and compliance with local and national targets. Knowledge of RTT pathways is a requirement.

Provide comprehensive administrative and office management support, including diary management, arranging meetings and events, preparing correspondence and reports, taking minutes, tracking actions, and maintaining effective electronic and paper filing systems. Ensure office resources and equipment are adequately maintained.

Support the delivery of high-quality patient services by managing waiting lists, monitoring clinic utilisation, and ensuring adherence to patient access policies and procedures.

Assist in the induction, training, and support of staff, maintain departmental standards, provide cross-cover for colleagues, and supervise team members where required.

Act as a key liaison for patients, handling clinic and theatre booking enquiries, responding to queries, escalating urgent issues, and ensuring clear, professional communication in line with Trust policies and procedures.

About us

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 (uhcw.nhs.uk)

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.

Details

Date posted

03 November 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

218-AC-B4-8402595

Job locations

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Job description

Job responsibilities

• 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 needs. Knowledge of the RTT pathway is desirable.
• 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 consultants 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 consultants 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.
• 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.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 of communication and correspondence in line with Trust policies and procedures.

For further details please see the attached job description.

Job description

Job responsibilities

• 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 needs. Knowledge of the RTT pathway is desirable.
• 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 consultants 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 consultants 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.
• 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.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 of communication and correspondence in line with Trust policies and procedures.

For further details please see the attached job description.

Person Specification

Qualifications

Essential

• oECDL or equivalent experience. oNVQ3 in Administration or equivalent. oKey Skills level 2 in Literacy or equivalent.

Desirable

• oTrained in hospital computer systems

Experience

Essential

• oDecision making and resolving work related issues.

Desirable

• oExperience at medical secretary level or support secretary/trainee level.

Knowledge

Essential

• oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel. oExcellent knowledge of general office working procedures. oUnderstanding of current issues relating to the NHS.

Skills

Essential

• oExcellent organisational skills. oGood presentation skills. oExcellent level of verbal and written and communication. oAble to supervise support staff on a daily basis. oSound decision making skills. oAble to demonstrate good persuasion and influencing skills. oAbility to use judgement and initiative to provide information and support. oAbility to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach in managing and resolving enquiries. oAbility to manage difficult and distressing situations effectively. oAbility to analyse problems and initiate appropriate solutions. oAbility to compose and transcribe minutes, correspondence and reports.

Commitment to Trust Values and Behaviours

Essential

• oEvidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. oFor posts with managerial responsibility only Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

Person Specification

Qualifications

Essential

• oECDL or equivalent experience. oNVQ3 in Administration or equivalent. oKey Skills level 2 in Literacy or equivalent.

Desirable

• oTrained in hospital computer systems

Experience

Essential

• oDecision making and resolving work related issues.

Desirable

• oExperience at medical secretary level or support secretary/trainee level.

Knowledge

Essential

• oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel. oExcellent knowledge of general office working procedures. oUnderstanding of current issues relating to the NHS.

Skills

Essential

• oExcellent organisational skills. oGood presentation skills. oExcellent level of verbal and written and communication. oAble to supervise support staff on a daily basis. oSound decision making skills. oAble to demonstrate good persuasion and influencing skills. oAbility to use judgement and initiative to provide information and support. oAbility to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach in managing and resolving enquiries. oAbility to manage difficult and distressing situations effectively. oAbility to analyse problems and initiate appropriate solutions. oAbility to compose and transcribe minutes, correspondence and reports.

Commitment to Trust Values and Behaviours

Essential

• oEvidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. oFor posts with managerial responsibility only Evidence of promoting equality, diversity and inclusion, and ensuring fair and equitable practices throughout your work experience. Evidence of promoting a culture which helps individuals live behaviours aligned to our Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect)

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Employer's website

https://www.jobsatuhcw.co.uk (Opens in a new tab)

Employer details

Employer name

University Hospitals Coventry and Warwickshire NHS Trust

Address

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Employer's website

https://www.jobsatuhcw.co.uk (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Admin Manager

Julie corkery

[email protected]

02476967381

Details

Date posted

03 November 2026

Pay scheme

Agenda for change

Band

Band 4

Salary

£28,392 to £31,157 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

218-AC-B4-8402595

Job locations

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Supporting documents

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University Hospitals Coventry and Warwickshire NHS Trust's privacy notice (opens in a new tab)

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