Support Secretary, Trauma and Orthopaedics

Support Secretary, Trauma and Orthopaedics NHS AfC: Band 2

Main area Trauma and Orthopaedics Grade NHS AfC: Band 2 Contract Permanent: 2 x Part-time 22.5 Hours Positions. Hours Part time - 22.5 hours per week (Preferably Monday to Friday AM) Job ref 218-AC-B2-

Site University Hospitals Coventry and Warwickshire Town Coventry Salary £25,272 per annum pro rata Salary period Yearly Closing 01/11/:59 Interview date 10/11/2026

Job overview

T&O have 2 x vacancies for two part time support secretaries whose role is pivotal in the department ensuring trauma clinic letters are transcribed in a timely fashion on the day of the clinic. The transcribing of these clinics is the main responsibility of the post holder. The post holder will be based at UHCW preferably Mon-Fri mornings. Candidates need to have excellent accurate keyboard skills and attention to detail and the ability to remain calm under pressure is essential.

Please be advised that sponsorship is not eligible for this post.

Main duties of the job

You'll need:

• To be thorough and pay attention to detail
• The ability to work well with others
• The ability to use your initiative
• Excellent knowledge of English language
• Answering the telephone and making calls
• dealing with emails
• Making appointments

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 ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompttimescaleusingowninitiativeorreferringasappropriateandaproperrecordismaintained.
• To ensure wherever possible that all documentation is up to date, in an orderly fashion and availablewheneverdecisionsarebeingmade,liaisingwithdepartmentandTruststafftomaintain an efficientrecord system,prompt transcription and distribution of correspondence in compliance with local/national targets.
• To maintain accurate and up to date internal computer systems and to retrieve and generate informationtoassistintheeffectiveorganisationofallpatients/customersinaccordancewithlocal and national policies and targets.
• To undertake general office duties such as; typing, photocopying, printing and uploading/downloadinginformationto/fromexternalagenciesefficientlyandeffectively.Toreview stationary levels and inform appropriate person when necessary.
• To maintain efficient office management system/procedures to enable the department/clinical teamtooptimisetheircustomer/patientcarebyensuringthatthedataenteredontothesystemsis accurate, complete and up to date, identifying issues and acting accordingly.
• Support new team members by demonstrating and explaining routine dept practices and procedures,undertakingappropriatetraininganddevelopmentwithnewandexistingstaffensuring standards of practice are maintained at all times.
• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collectedandinputaccuratelyinlinewithTrustguidelines.ThesesystemsmayincludeElectronic Patient Records (EPR), CRRS, Mmodal and Insite.
• Toreceiveallincomingpost,sortinganddistributingitthroughoutthe department.
• Provideappropriatecoverintheabsenceofothermembersofthe team.

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

Person specification Qualification /Training

• NVQ 2 in Administration or equivalent RSA/OCR II or equivalent typing/word processing Basic level in literacy and numeracy

Experience

• Experience in customer facing role

Knowledge

• Working knowledge of Microsoft Outlook, Word and Excel. Good understanding of general office procedures
• Awareness of current issues within the NHS

Skills & Abilities

• Maintains a high level of accuracy Good level of verbal and written communication Good organisation skills Empathetic approach in resolving enquiries Able to prioritise and organise own workload Able to track information Able to recognise issues and refer where appropriate
• Audio-typing skills Experience of NHS IT systems

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, Learn 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.