Band 3 Medical Secretary

NHS; Birmingham; On-site; GBP 24,000 - 26,000; Part time

Job description

Job summary

An opportunity has arisen for a part-time (25 hours) band 3 Medical Secretary to support our Respiratory Medicine Teams; you will be expected to provide a comprehensive secretarial service within our busy departments at Heartlands working closely with our clinical teams to provide safe and effective management of patients.

Our medical secretaries provide a highly valued service so we are looking for individuals who have experience and a proven track record of working as a secretary for at least 12 months or have administrative experience within healthcare; along with accurate audio-typing skills. You should have excellent communication skills, be well organised & able to multi-task. You will need to stay calm under pressure with the flexibility to respond to any changing service demands at short notice. You should have a good working knowledge of MS Office & be able to pick up new IT systems quickly.

The main duties will include:

1. Audiotyping of clinical letters;
2. Booking, rescheduling and cancelling of appointments/clinics;
3. Diary management;
4. Monitoring waiting lists & clinic capacity;
5. Record-keeping & inputting of data;
6. Pulling data for auditing & reporting purposes;
7. Processing referrals;
8. Dealing with post & telephone queries from patients;
9. Any other secretarial/admin tasks.

We are seeking to appoint a motivated and enthusiastic individual who is proactive and able to troubleshoot daily.

Main duties of the job

1. To type clinic letters and reports from audio dictation.
2. To book, reschedule and cancel appointments/clinics.
3. To monitor waiting lists & clinic capacity;
4. To produce accurate correspondence in a timely manner.
5. To maintain & track results of patient investigations and on receipt, prioritise & action according to clinical need with guidance from the medical team.
6. To maintain Consultant diaries as required.
7. To open post and action accordingly.
8. Providing a first point of contact (face to face, telephone & email) for patients, colleagues and other health care professionals.
9. Process referrals accordingly.
10. Updating and inputting of patient information onto the appropriate systems and spreadsheets.
11. Scanning documents as required to patient records.
12. To be able to organise daily workload and prioritise tasks to meet timescales & deadlines.
13. Completing necessary actions required from correspondence and any requests received.
14. And any other work as defined in the job description.

About us

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:

1. Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
2. Offering our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reaches their true potential, achieves their ambitions and thrives in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Date posted: 15 April 2025

Pay scheme: Agenda for change

Band: Band 3

Salary: £24,169 to £25,674 a year

Contract: Permanent

Working pattern: Part-time, Flexible working

Reference number: 304-9008342

Job locations:

Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS

Person Specification

Qualifications Essential

• Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4
• Business Administration NVQ level 3 or equivalent experience in a clerical environment

Experience Essential

• Experience of dealing with the Public/Customer service experience
• Experience of working with a range of Microsoft Office packages (e.g. Word, Excel and Outlook)
• Experience of using IT systems

Additional Criteria Essential

• Good communication / customer care skills both written and verbal demonstrating sympathy and compassion
• Good keyboard / IT skills
• Good organisation skills and ability to multitask
• Good time management skills
• Ability to deal professionally with enquiries from staff
• Ability to problem solve
• Understand confidentiality and apply the principles
• Ability to pay attention to detail where there are predictable interruptions to the work pattern
• Ability to deal with stressful situations and sensitive
• Work effectively and flexibly as part of a team to meet the needs of the services
• Confident in dealing with people at all levels
• Must be able to demonstrate an understanding of equality and diversity
• Mature open and flexible approach to work
• Demonstrates care and compassion
• Good inter-personal and communication skills.
• Good organisational skills
• Team Player
• Conscientious
• Demonstrates reliability, motivation and commitment
• Ability to travel to multiple sites

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name: University Hospitals Birmingham NHS Foundation Trust

Address: Heartlands Hospital, Bordesley Green E, Birmingham, West Midlands, B9 5SS

Employer's website: https://www.uhb.nhs.uk/jobs.htm