South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don't need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are 'Trusted to provide inclusive, safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Disclosure and Barring Service (DBS) Checks
Many of the roles we advertise have a requirement for a DBS check to be carried out. If you are successful for a role and it requires a DBS check the Trust will carry out the initial check and subscription to the DBS Update Service, however successful candidates will be expected to cover the associated costs. Details of this will be sent to successful candidates in their offer letter.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
We appreciate you completing the survey.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust currently have limited availability of car parking spaces, as such are operating a waiting list for new starters joining the organisation.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Visa Sponsorship
The Trust will only consider sponsoring staff for certain roles, however this will be considered on a case by case basis in line with current legislation. As an employer we are unable to offer sponsorship to all roles in particular we cannot offer sponsorship for roles below Band 5.
Job overview
We're seeking an experienced and motivated Medical Secretary Manager to lead our Medical Secretarial Teams and support the smooth running of patient pathways across the Trust.
In this key leadership role, you will oversee service performance, ensure RTT and cancer standards are met, manage typing turnaround times, support clinical teams, and drive improvements across administrative processes. You will provide strong leadership, manage staffing, support recruitment, and promote a positive, high‑performing team culture.
What we're looking for
* An organised and confident leader
* Excellent communication and problem‑solving skills
* Experience managing teams or working within NHS administration
* Ability to analyse performance and implement effective improvements
* Calm, professional and resilient under pressure
What we offer
Supportive management structure
Opportunities for development and progression
A role where your leadership directly enhances patient care
If you're passionate about service quality, leadership and improving patient experience, we'd love to hear from you.
Advert
Ensure the successful management and leadership of the Medical Secretarial Teams in line with the Trust values, strategic objectives, policies and procedures ensuring the smooth running of the patient pathway to ensure efficient use of the Trust resources and a positive patient experience.
To make informed decisions within the area of responsibility, ensuring that agreed standards and targets are met in accordance with departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding complex queries from the designated specialty teams.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
Main Duties
To take lead responsibility for the Medical Secretarial Teams across the Trust, including building and maintaining of services for your teams.
Overall management of the Medical Secretarial Teams and being responsible for the departmental performance including the setting of objectives and standards.
Responsible for the implementation of new systems and procedures as required, engaging staff to embrace change.
To ensure RTT related targets are met in compliance with Trust guidelines including cancer, and referral to treatment targets (RTT).
Accountable for the monitoring of call handling and staff rotas for Medical Secretarial Teams ensuring adequate on-site cover to support clinical staff.
Support the Operational Manager and liaise closely with the other Patient Access Service and Secretarial Managers to ensure all areas of the service are covered.
Responsible for ensuring typing turnaround targets are met for all clinical correspondence as per trust standards including Two Week Wait correspondence.
Monitor systems set to track patient investigations to prevent delays in treatment.
To request, validate and act on information relating to Trust KPI's performance, activity and quality, taking corrective action where appropriate to meet standards.
To manage complex situations, after seeking senior advice identifying issues and taking appropriate action.
Measurable Result Areas
To monitor performance and support initiatives to maximise throughput and efficiency within the Medical Secretarial Teams. Where appropriate, develop and implement effective ways of working to maximise resources/service delivery.
To analyse/interpret data in order to provide regular performance monitoring reports for presentation at the departmental performance management meetings relating to activity, identifying adverse variances and monitoring activity trends.
Continuous review of administration policies and procedures within own area, implementing and developing new processes and guidance in order to secure the efficient and effective operation of specialties.
To work independently on all aspects of the role, exercising maximum autonomy and control whilst recognising when it is appropriate to seek advice or assistance from a senior member of staff.
Communication and Reporting
To be pro-active in establishing internal/external communication with service users, Primary Care Trusts, GPs and other stakeholders to ensure that their needs and views are taken into account in the planning and monitoring of directorate activities and the development of services.
Participating in strategic, service provider and Trust/Divisional/Departmental meetings, assuming responsibility of administrative issues and the impact of resources.
Provide expert guidance to staff, health professionals, clinicians and GP practices.
Act on guidance from Best Practice Groups and various other stakeholder groups for quality and improvement of secretarial Services.
Ensure daily Winscribe sync report and distribution failures are resolved.
Monitor the timely verification of clinical correspondence.
Dealing with constant interruptions and occasional verbal aggression from service users in a professional manner, and treating them with empathy.
To communicate information appropriately on own initiative, including sensitive, confidential, complex and/or urgent information, to a variety of stakeholders.
Data Quality
To liaise with the Information Manager to ensure accurate data quality and information within the department.
Monitoring of call handling and ensuring staff are logging in and calls are answered within KPI's.
Management and Leadership
To optimise the use of resources and ensuring staff effectively and efficiently use stationary.
To maintain service delivery at the service level agreement activity and quality standards, whilst ensuring that equipment in service and staff practice comply with health and safety standards at all times.
Lead on investigation of complaints and incidents, analysing issues and identifying any faults in procedures, processes or the treatment of patients and making appropriate recommendations to the Operational Manager and others to avoid future occurrences.
Ensure that all staff conscientiously review mistakes, complaints and incidents/near misses as well as successes to improve performance and the level of customer care.
Responsible for investigating/conducting disciplinary and performance meetings, investigating issues/concerns and taking management actions as necessary.
Attendance management across the Medical Secretarial Team, to achieve appropriate staffing levels ensuring that staff leave is evenly distributed.
Ensure adequate on site staffing levels daily ensuring agile working is incorporated.
Monitor sickness triggers for staff members, escalate and conduct necessary meetings as per the sickness policy with the support of the People and Workforce Team.
Lead and coordinate recruitment of new staff, liaising with the Recruitment Team and maintaining contact with successful candidates prior to commencement of employment in the department. Ensuring induction and training programmes are in place as well as mentors.
Actively be involved in retention of staff and progression of staff through the ranks.
Provide effective leadership within the department, offering mentorship, guidance, training and support.
Monitor mandatory training compliance for the Medical Secretarial Teams, sending reminders in a timely manner.
Responsible for the education and development to maximise the potential of the team, undertaking Personal Development Reviews and ensuring developmental plans are in place, identifying training needs.
Accountable for health and safety and fire audits are completed in a timely fashion and actions resolved.
Ensure covid office and staff risk assessments are up to date.
To maintain communication links with all staff, using a variety of techniques to develop team morale and motivation through effective personal leadership including 1:1's and team meetings.
To ensure information is cascaded effectively throughout area of responsibility and that there is a mechanism for all staff to feed information to more senior colleagues.
Responsible for setting contingency plan for Medical Secretariat, maintaining up to date information.
Finance
Management of the budget for all staff and resources within the Medical Secretarial Team, monitoring variance and implementing contingency plans as appropriate highlighting any areas of concern.
Administration stock control within the specialty using analytic judgment to identify and assess information implementing resolutions and monitoring outcomes.
Working with the Operational Manager to monitor and control bank expenditure.
Policies and Procedures
To ensure that all staff adhere to Trust Policies and Procedures at all times. This includes staff compliance of all Health and Safety Policies and the Data protection Act 1998, which relates to electronically stored personal data.
Systems Management
Winvoice Administrators
Point of contact for queries - all SWFT Winvoice users.
Responsible for setting up new users.
Implementing upgrades for system improvements.
Monitor typists and clinical users.
Updating and developing SWFT template headers.
Resolve user issues and queries.
Regularly meet with external providers and IT to resolve recurrent issues.
Support IT with queries.
Develop/update training packages for system.
Responsible for contingency plan procedure for system failure.
Produce SOPs and coms for system changes/updates.
Management and maintenance of daily, weekly and monthly reports.
Docman Connect
Manage GP rejections for all Winvoice and Medisoft clinical correspondence on Docman Connect, ensuring correct GP has information.
Work with IT to resolve system issues.
Netcall
Monitor service provided by call handlers and use data to improve patient call handling.
Synertec
Manage reports using prism client for clinical correspondence sent via Synertec.
Responsible for investigating any system malfunctions.
Patient Portal
Support implementation and uptake of patient portal subscribers.
IMPORTANT INFORMATION
Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don't want to miss out we recommend submitting your application as early as possible.
The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).
Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.
We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.
South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.
All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it's a great way to help our patients, visitors and staff stay healthy.
The Trust is part of a 'Foundation Group' through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.