Job summary

To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to 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 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.

Main duties of the job

• Provide an administrative and secretarial service to the clinical team.
• Act as the first point of contact for dealing with enquiries and take appropriate action as necessary liaising with others as appropriate. Be responsible for providing and receiving complex and sensitive information.
• Support with the management of clinics for the Colorectal Consultants and registrars, including the booking, rescheduling and cancelling of appointment
• Support with the Colorectal TWW Service - i.e finding rooms/building clinics.

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

30 September 2026

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,760 to £27,476 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

218-AC-B3-8330888

Job locations

University Hospitals Coventry and Warwickshire

Clifford Bridge Road

Coventry

CV2 2DX

United Kingdom

Job description

Job responsibilities

• Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner
• Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.
• Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity.
• Ensuring all clinical events are cashed up in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made).
• Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived.
• Management of post within the department.
• Booking and re-scheduling of clinic appointments where necessary.
• Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner
• Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived.
• Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity.
• Ensuring all clinical events are cashed up in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made).
• Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived.
• Management of post within the department.
• Booking and re-scheduling of clinic appointments where necessary.

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

Job description Job responsibilities Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived. Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity. Ensuring all clinical events are cashed up in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made). Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived. Management of post within the department. Booking and re-scheduling of clinic appointments where necessary. Managing dictation, ensuring clinical correspondence is quality checked and sent out in a timely manner Implementing and maintaining both manual and electronic filing systems and databases as required by the department, ensuring all documents are accurately and appropriately archived. Process referrals to the department including generating waiting lists, booking and coordinating of appointment or procedures and coding of activity. Ensuring all clinical events are cashed up in an appropriate time scale with appropriate outcomes (e.g. discharge or follow up appointments made). Undertaking filing, photocopying, and scanning as necessary, ensuring all documents are accurately and appropriately archived. Management of post within the department. Booking and re-scheduling of clinic appointments where necessary. For further details of the role please see the attached job description.

Person Specification

Qualifications

Essential

• oECDL or equivalent. oNVQ3 in Business Administration or Customer Care or equivalent. oKey Skills level 2 in Literacy or equivalent.

Experience

Essential

• oExperience of working in a busy administrative environment. oExperience in a customer facing role. oExperience of NHS systems used to schedule appointments.

Knowledge

Essential

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

Desirable

• oAwareness of current issues within the NHS.

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 dealing with and resolving enquiries. oAble to analyse problems and initiate appropriate solutions effectively oAble to manage difficult and distressing situations effectively. oAble to compose correspondence and reports

Commitment to Trust Values and Behaviours

Essential

• oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience

Person Specification Qualifications Essential oECDL or equivalent. oNVQ3 in Business Administration or Customer Care or equivalent. oKey Skills level 2 in Literacy or equivalent. Experience Essential oExperience of working in a busy administrative environment. oExperience in a customer facing role. oExperience of NHS systems used to schedule appointments. Knowledge Essential oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel. oGood understanding of general office working procedures. Desirable oAwareness of current issues within the NHS. 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 dealing with and resolving enquiries. oAble to analyse problems and initiate appropriate solutions effectively oAble to manage difficult and distressing situations effectively. oAble to compose correspondence and reports Commitment to Trust Values and Behaviours Essential oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience

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

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)