Job summary
- Main area
- Urology
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 218-AC-B3-8019328
- Employer
- University Hospitals Coventry and Warwickshire NHS Trust
- Employer type
- NHS
- Site
- University Hospitals Coventry and Warwickshire
- Town
- Coventry
- Salary
- £25,760 - £27,476 per annum
- Salary period
- Yearly
- Closing
- 14/06/2026 23:59
- Interview date
- 09/06/2026
Employer heading
Support Secretary, Urology
NHS AfC: Band 3
Job overview
To manage the urology referrals and book in a timely manner within the national timeframe.
To assist secretaries with any other duties they need support with.
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
- To act as a waiting list co-ordinator managing all new referrals, booking them in a timely manner and within our NHS guidelines.
- To ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary.
- To support the secretaries in their roles, following guidelines from the 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.
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.
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.
Detailed job description and main responsibilities
- To maintain an efficient office management system/procedure to support the secretarial and admin team. This will require: timely communications with all relevant personnel, preparation of correspondence and reports; efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
- 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.
- Provide oversight to the Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
- Use of hospital systems, including EPR and MModal, to effectively manage workload and RTT patient pathways.
- Liaise with patients over the phone for outpatient bookings providing feedback to the team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
- Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
- Will provide a key function in the booking of outpatient follow-up appointments and tracking the patient through the processes as part of managing a waiting list.
- Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians/secretaries for any queries and for following up on verification.
- Complete Trust Mandatory Training and keep up-to-date for all modules.
- Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks
For further details of the role please see the attached job description.
Person specification
Qualifications
Essential criteria
- See supporting documents
Desirable criteria
- See supporting documents
Experience
Essential criteria
- See supporting documents
Desirable criteria
- See supporting documents
Knowledge
Essential criteria
- See supporting documents
Desirable criteria
- See supporting documents
Skills
Essential criteria
- See supporting documents
Commitment to Trust Values and Behaviours
Essential criteria
- See supporting documents
Applicant requirements
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.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Kamran Johal
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 024 7696 5214
- Additional information
Kirstie Richardson
024 7696 5110
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