• Job Description

  Req#: C9203-25-0354?language=en&page=576&sort=publicationDateDesc

  Job summary

  We are looking for highly motivated, committed and passionate individuals to join our Medical Secretarial Team at Warwick University Hospital.

  The position is based at Warwick Hospital working Monday - Friday (29.50 hours per week) 4/5 day week, and will involve a mixture of home and office-based work.

  Would you like job where you can expect:

  Every day to be different.

  Work with a variety of professionals.

  Have an opportunity to contribute to a patient's journey.

  Something that is really rewarding that gives you good job satisfaction.

  Make some great friends and be part of a lovely community.

  Help to implement/change processes to improve the healthcare experience.

  Flexible approach to working.

  Previous applicants need not apply.

  Main duties of the job

  To work as part of a team providing secretarial support for the consultants, junior medical staff and nursing staff within the team with particular responsibility for audio typing/voice recognition as delegated by the Secretarial Team Leader.

  To support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E-referrals.

  To support the delivery of a specialty specific single point of access for patients. To work collaboratively with other members of the administrative team within the Medical Secretariat.

  About us

  Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

  We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

  Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

  Details

  Date posted

  20 June 2025

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £24,937 to £26,598 a year pro rata

  Contract

  Permanent

  Working pattern

  Part-time

  Reference number

  203-EL948

  Job locations

  Medical Secretariat Team 1

  Lakin Road

  Warwick

  CV34 5BW

  
  

  Job description

  Job responsibilities

  To type all correspondence relating to outpatients and inpatients, as well as typing departmental correspondence.

  To request patients new and follow up appointments as required using Lorenzo system and liaising with appropriate consultants and departments.

  To receive enquiries from patients and staff, resolving enquiries and forwarding more complex issues to the most appropriate member of the team.

  To update and maintain the 18 week RTT Status, ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

  To provide cross cover for secretarial team during annual leave and sickness.

  To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.

  To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.

  To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records.

  To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using Lorenzo.

  To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

  To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.

  To action all routine leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

  To maintain clinicians diaries, ensure meetings are arranged and undertake minutes for meetings as and when required.

  Job description

  Job responsibilities

  To type all correspondence relating to outpatients and inpatients, as well as typing departmental correspondence.

  To request patients new and follow up appointments as required using Lorenzo system and liaising with appropriate consultants and departments.

  To receive enquiries from patients and staff, resolving enquiries and forwarding more complex issues to the most appropriate member of the team.

  To update and maintain the 18 week RTT Status, ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

  To provide cross cover for secretarial team during annual leave and sickness.

  To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.

  To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.

  To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records.

  To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using Lorenzo.

  To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

  To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.

  To action all routine leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

  To maintain clinicians diaries, ensure meetings are arranged and undertake minutes for meetings as and when required.

  Person Specification

  Qualifications

  Essential

  • Able to demonstrate good basic education
  • English language pass GCSE
  • RSA III or equivalent speed and accuracy

  Desirable

  • European Computer Driving License

  Experience

  Essential

  • Working knowledge of Microsoft Office

  Desirable

  • Working knowledge of PAS

  Skills

  Essential

  • Articulate - excellent communications skills
  • Friendly and professional telephone manner to support the above
  • Good audio/copy typing skills
  • Able to prioritise tasks
  • Demonstrates potential to be able to work under pressure
  • Demonstrate understanding of patient confidentiality

  Desirable

  • Experience of Excel and Powerpoint

  Personal Qualities

  Essential

  • Able to respond effectively to working alone or in a team
  • Conscientious and hard working
  • Ability to deal with distressing situations patients/relatives
  • Ability to use initiative
  • Honest and reliable
  • To be able to adapt to change
  • Flexible

  Person Specification

  Qualifications

  Essential

  • Able to demonstrate good basic education
  • English language pass GCSE
  • RSA III or equivalent speed and accuracy

  Desirable

  • European Computer Driving License

  Experience

  Essential

  • Working knowledge of Microsoft Office

  Desirable

  • Working knowledge of PAS

  Skills

  Essential

  • Articulate - excellent communications skills
  • Friendly and professional telephone manner to support the above
  • Good audio/copy typing skills
  • Able to prioritise tasks
  • Demonstrates potential to be able to work under pressure
  • Demonstrate understanding of patient confidentiality

  Desirable

  • Experience of Excel and Powerpoint

  Personal Qualities

  Essential

  • Able to respond effectively to working alone or in a team
  • Conscientious and hard working
  • Ability to deal with distressing situations patients/relatives
  • Ability to use initiative
  • Honest and reliable
  • To be able to adapt to change
  • Flexible

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  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.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  South Warwickshire University NHS Foundation Trust

  Address

  Medical Secretariat Team 1

  Lakin Road

  Warwick

  CV34 5BW

  
  

  Employer's website

  https://www.swft.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  South Warwickshire University NHS Foundation Trust

  Address

  Medical Secretariat Team 1

  Lakin Road

  Warwick

  CV34 5BW

  
  

  Employer's website

  https://www.swft.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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