Medical Secretary, Centre for Reproductive Medicine (CRM)

Medical Secretary, Centre for Reproductive Medicine (CRM)

NHS AfC: Band 4

Main area Gynaecology Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Monday - Friday) Job ref 218-AC-B4-8402595

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £28,392 - £31,157 per annum Salary period Yearly Closing 17/11/2026 23:59 Interview date 08/12/2026

Job overview

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.

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.

Working for our organisation

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.

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.

Detailed job description and main 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 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.
• 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

• Trained in hospital computer systems

Experience

• Decision making and resolving work related issues.
• Experience at medical secretary level or support secretary/trainee level.

Knowledge

• Thorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel. Excellent knowledge of general office working procedures. Understanding of current issues relating to the NHS.

Skills

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

Commitment to Trust Values and Behaviours

• Evidence of demonstrating the Trust Values (Compassion, Openness, Pride, Partnership, Improve, Learn and Respect) and the associated Values in Action behaviours in the workplace. For 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 and respect).

To ensure that we provide world‑class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust’s Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third‑party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we’ll ask you for information so that we can carry out pre‑employment checks. You must successfully complete all pre‑employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on your level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Employer certification / accreditation badges

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.

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