Band 3 Medical Support Secretary - Urology

University Hospitals Birmingham NHS Foundation Trust; West Midlands; On-site; GBP 26,000 - 27,000; Full time

Job summary

University Hospitals Birmingham NHS Foundation Trust is seeking a Band 3 Medical Secretary to support busy clinics across multiple departments. You will schedule appointments, prepare clinic letters, and handle confidential patient information with accuracy.

The role requires proficient secretarial skills, experience with Microsoft Office, and the ability to work flexibly as part of a team. This fixed-term, full-time post is based at Mindelsohn Way in Birmingham, with a commitment to patient

Qualifications

• GCSE English and Maths at grade A-C.
• Business Administration NVQ Level 3 or equivalent clerical experience.
• Desirable AMSPAR certificate or equivalent knowledge of medical terminology.

Responsibilities

• Coordinate duties in clinics/departments as required.
• Schedule patients into clinics using the criteria set out by the Trust and clinical speciality.
• Process patient appointment attendance using Trust IT systems.
• Provide secretarial support and touch type from audio or written documents (clinic letters, results letters, discharge summaries, medical reports, complaints responses).
• Ensure clinic letters and discharge summaries are sent within locally agreed time limits.
• Create documents/spreadsheets/reports using IT systems and input data on Trust systems.
• Exercise initiative and judgement in enquiries.
• Receive and respond to telephone enquiries as appropriate.
• Assist colleagues as directed by supervisor/line manager.
• Assist in new technology and working practices to ensure smooth department operation.
• Maintain confidentiality in line with Caldicott Guidelines and Data Protection Act.

Skills

Interpersonal skills

Communication skills

Team player

Organisational skills

Reliability

Flexibility

Attention to detail

Problem-solving

Travel to multiple sites

Education

GCSE English & Maths A-C

Business Administration NVQ level 3

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Qualifications

Essential

Experience

Essential

Job Summary

• Where required coordinate duties in clinics / departments
• To schedule patients into clinics using the criteria set out by the Trust and the clinical speciality,
• Processing patient appointment attendance using a variety of hospital information systems
• To provide secretarial support touch type from audio and/or copy type from written documentation the following documents: clinic letters; results letters; discharge summaries; medical reports and reports in response to complaints. This requires an understanding of medical terminology, phraseology and medications. Some documents may be of a complex or distressing nature

Main Duties, Tasks & Skills Required

• Ensure that clinic letters and discharge summaries are sent out in accordance with the locally agreed time limits
• Create documents / spreadsheets / reports as required using IT Systems
• Use Trust systems to input electronic data as required
• To exercise initiative and judgement based on acquired knowledge and experience when dealing with enquiries
• Receiving and dealing with telephone enquiries as appropriate
• Input and look up data on Trust IT systems in accordance with Trust policy
• Arrange appointments as necessary
• To assist colleagues as directed by the Supervisor/Line Manager in times of pressure of work
• Co-operate in the introduction of new technology and new working practices to ensure the smooth running of the department
• Maintain confidentiality at all times in accordance with Caldicott Guidelines and Data Protection Act

About Us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

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

Desirable

• AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology

Experience

Essential

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

Desirable

• Experience of working in a busy environment
• Experience of working in Healthcare

Additional Criteria

Essential

• 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

Desirable

• Ability to work under pressure and deal with stressful situations

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.

Pay scheme

Agenda for Change

Band

Band 3

Salary

£25760.00 to £27476.00 Yearly

Contract

Fixed Term

Duration

12 Month(s)

Working pattern

Full-Time, Flexible Working

Reference number

16076

Job locations

Trustwide Mindelsohn Way Birmingham West Midlands B15 2TH

Attachments

Job Description

Band 3 Medical Secretary_Terrie Hutton JD PS.pdf - 504KB Opens in a new window