Band 4 Medical Secretary

Job summary

We are looking for an experienced Medical Secretary to work within Eating Disorders, based at The Aspen Centre in Warwick.

Main duties of the job

Main duties of the job

Working independently and as part of a supportive team, your responsibilities will include:

• Delivering a professional and confidential secretarial service to medical staff.
• Managing complex diaries, outpatient clinic bookings, and patient follow-up appointments.
• Supporting consultants with a variety of administrative tasks, including additional responsibilities such as medical education and teaching commitments.
• Coordinating medical rotas, meetings, and administrative activities.
• Liaising with patients, service users, external agencies, and colleagues in a compassionate, respectful, and professional manner.
• Handling sensitive and confidential information with integrity and discretion.
• Acting as a key point of contact, resolving queries and using initiative to manage competing priorities.
• Working closely with fellow Medical Secretaries to provide cross-cover and maintain service continuity.
• Supporting service improvements and helping to implement positive changes that enhance efficiency and patient experience.
• Support the Senior Admin Lead in coordinating workloads and ensuring efficient administrative processes. Supervise and support, Band 2 and Band 3 administrative staff. Work collaboratively with the Senior Admin Lead and Admin Team Coordinator to deliver a comprehensive and effective administrative service.

About us

Candidate Information Pack Dec 24

At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.

We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.

• generous annual leave entitlement which increases during your time with us
• excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
• salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
• discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
• wellbeing support, including an in-house counselling service, external helpline and more
• staff networks and support group

We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.

Job responsibilities

The Medical Secretary will provide a professional, confidential, and comprehensive secretarial service to consultants, junior medical staff, and their teams. The role involves managing complex diaries, coordinating outpatient clinics and follow-up appointments, organising meetings and medical rotas, and acting as a key point of contact for patients, staff, and external stakeholders.

Working independently and using their own initiative, the post holder will manage a varied workload, respond professionally to enquiries, and ensure deadlines are met. They will support consultants with a range of administrative tasks, including those undertaking additional responsibilities such as teaching and medical education.

The post holder will work closely with the Senior Admin Lead to coordinate administrative workloads, supervise and appraise Band 2 and 3 administrative staff, and support the delivery of an efficient, high-quality administrative service. They will also work collaboratively with colleagues to provide cross-cover, contribute to service improvements, and ensure the smooth running of administrative and reception functions.

The successful candidate will be highly organised, adaptable, and committed to maintaining confidentiality while delivering excellent patient and staff support.

Person specification

Knowledge

Essential

• Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)

Experience

Essential

• Experience of working in a busy office / customer care environment
• Experience of working in Healthcare
• Experience of working in a supervisory role and delegating work
• Medical secretarial experience

Essential & Desirable

Essential

• Good General Education (eg. GCSE English and Maths A-C)
• QCF Business Administration Level 3
• QCF Customer Service Level 3
• QCF Team Leading Level 2 / First Line Management Level 3