Senior Secretary

Closing date: 07 July 2026

We are looking for an experienced senior secretary to work with the Community South Specialist Palliative Care Team.

The Community Specialist Palliative Care Team is a busy team based in South Warwickshire Community. The ideal candidate will have previous experience within a senior secretarial role, confident and proficient in using MS Office applications.

You will be personable and dedicated to the role with outstanding attention to detail, comfortable with a challenging and variable workload. You will be able to work autonomously within a team and willing to provide support to the team as required. You will have a flexible approach to your work. Experience of the NHS is desirable, but not essential.

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 specialty.

To understand the importance and relevance of coordinating the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and Choose & Book and coordinate Specialist Palliative Care Multi‑Disciplinary Team Meeting. Ensuring the role is deputised when taking planned absence.

To coordinate the delivery of a specialty specific single point of access for patients.

To ensure that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system, prompt transcription, manipulation and distribution of appropriate correspondence.

To request patient appointments (new and follow‑up), liaising with the appropriate department.

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

To liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.

Have an understanding about how to update and maintain the 18wk RTT Status Manager to ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

To co‑operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assist team leaders in its implementation.

To set up and maintain electronic filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients written information. To implement secretarial and administrative policies to track medical records using Lorenzo/Emis.

To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

To obtain investigation results and exercise judgement to ensure that attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records as set out in the Standard Operating Procedure.

To compile and maintain up‑to‑date secretarial job plan/cover folder for the secretarial team.

To open promptly and deal with appropriately any email correspondence.

To action all routine, urgent and complex leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

To maintain up‑to‑date timetables for the Consultants as and when required and provide appropriate secretarial support.

Arrange meetings, compose and transcribe minutes proactively ensuring action points are raised and completed where necessary, and liaise with the Medical School/Medical Students as and when required.…