Support Secretary, Urology

Support Secretary, Urology - University Hospitals Coventry and Warwickshire NHS Trust
The closing date is 14 June 2026.
To manage the urology referrals and book them in a timely manner within the national timeframe.
To assist secretaries with any other duties they need support with.
Main Duties of the Job

Act as a waiting list coordinator managing all new referrals, booking them in a timely manner and within NHS guidelines.
Ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring relevant personnel are informed as necessary.
Support the secretaries in their roles, following guidelines from the team in accordance with local and national policy and targets. This requires effective collaboration with the Booking Centre and Patient Access team to keep the waiting list up-to-date and accurate at all times; with the Outpatient Access team and General Managers to monitor utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to., Maintain an efficient office management system/procedure to support the secretarial and admin team, including timely communications, preparation of correspondence and reports, and efficient manual and electronic documentation management.
Keep office equipment and stationery levels maintained, process orders, and track patients through their pathway from initial referral to discharge.
Support team members by explaining departmental practices and procedures, undertaking appropriate training and development, and providing cross-cover and 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 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 and ensuring clear lines of communication in line with Trust policies and procedures.
Respond to patient complaints and provide follow-up actions for any outcomes required to the PALS team and senior management.
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.
Take responsibility for typing routine and urgent letters, liaising with clinicians/secretaries for any queries and following up on verification.
Complete Trust Mandatory Training and keep up-to-date for all modules.
Attend regular 1:1 meetings with the Admin Manager for discussion of work activities, forward planning, training needs and opportunities, as well as welfare checks.