Medical Secretary, Gastroenterology

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University Hospitals Coventry and Warwickshire NHS Trust Medical Secretary, Gastroenterology

The closing date is 15 November 2026

Apply for this job

Job summary

An exciting opportunity has arisen to join our Gastroenterology Team. To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to Gastroenterology Consultants and their teams 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.

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

1. 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.
2. To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly manner 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.
3. To ensure the effective organisation of all patients under the care of the consultant and their 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.

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-B4-8407683

Job locations

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Job description

Job responsibilities

• To implement and 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, audio typing, general typing 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 continually contribute to patient and business improvement Agendas. This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.
• 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.

For further details of the role please see the attached job description.

Job description

Job responsibilities

• To implement and 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, audio typing, general typing 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 continually contribute to patient and business improvement Agendas. This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement.
• 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.

For further details of the role please see the attached job description.

Person Specification

Qualifications

Essential

• oNVQ3 in Administration or equivalent or working towards. oBasic numeracy or literacy qualifications oECDL or equivalent.

Experience

Essential

• oWorking in a senior administrative role oExperience in dealing with complex telephone calls. oExperience of listening and questioning with an ability to manage challenging situations oGood keyboard skills oTakes ownership of patient queries and complaints. oAbility to communicate appropriately and effectively with clarity both verbally and in writing. oAble to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support oAble to supervise support staff on a daily basis

Desirable

• oNHS or Public Sector Experience.

Knowledge

Essential

• oWorking knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oGood communication oGood understanding of general office working procedures.

Desirable

• oAwareness of current issues within the NHS. oKnowledge of patient management systems.

Skills

Essential

• oGood organisational skills. oSound decision making skills. oAble to present information to others. oExcellent level of verbal and written communication. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach to managing and resolving enquiries. oAttention to detail. oAble to work efficiently but accurately. oAble to work as part of a team. oAble to prioritise workload. oAble to handle multiple tasks successfully. oAble to remain calm under pressure

Desirable

• oWillingness to work in a very busy environment oLooking for development opportunities

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

• oNVQ3 in Administration or equivalent or working towards. oBasic numeracy or literacy qualifications oECDL or equivalent.

Experience

Essential

• oWorking in a senior administrative role oExperience in dealing with complex telephone calls. oExperience of listening and questioning with an ability to manage challenging situations oGood keyboard skills oTakes ownership of patient queries and complaints. oAbility to communicate appropriately and effectively with clarity both verbally and in writing. oAble to demonstrate good persuasion and influencing skills. oAble to use judgement and initiative to provide information and support oAble to supervise support staff on a daily basis

Desirable

• oNHS or Public Sector Experience.

Knowledge

Essential

• oWorking knowledge of Microsoft Office packages i.e. Outlook, Word, Excel oGood communication oGood understanding of general office working procedures.

Desirable

• oAwareness of current issues within the NHS. oKnowledge of patient management systems.

Skills

Essential

• oGood organisational skills. oSound decision making skills. oAble to present information to others. oExcellent level of verbal and written communication. oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence. oEmpathetic approach to managing and resolving enquiries. oAttention to detail. oAble to work efficiently but accurately. oAble to work as part of a team. oAble to prioritise workload. oAble to handle multiple tasks successfully. oAble to remain calm under pressure

Desirable

• oWillingness to work in a very busy environment oLooking for development opportunities

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:

Administration Manager

Emma Cooper

[email protected]

02476966087

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-B4-8407683

Job locations

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Supporting documents

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